Senior Administrator, Investment Operations

Location: Admin - Douglas St
Job Type: 12 months temporary role
myWork Options: Hybrid
What's the Job?
The primary function of the Investment Administration Assistant is to be responsible for administrative duties of the Investment Operations Department and to provide transaction posting support to the team. All duties are to be handled promptly and require accuracy, efficiency, and diplomacy. The incumbent must continually project a professional corporate image, actively applying the Core Value and Mission Statements, and contribute to a positive team environment.
Investment Operations operates six days and has a hybrid model. The Admin Assistant is required to be flexible in work shifts and work locations as may be required.
What You'll Get to Do

Assists with the organization/prioritization of administrative activities ensuring that the day-to-day transactional duties and objectives are met.

Responsible for the accurate and efficient maintenance of all Investment Operations paperwork. Files must be maintained in accordance with regulations imposed by MFDA and CRA with risk of penalty for non-compliance. This includes management of the physical file as well as maintenance of the File Management System (Access data base) designed to assist in the creation of new and/or amended files and closed files.

Co-ordination of daily mailbag duties including sorting and team distribution. Oversees all incoming/outgoing mail and courier deliveries. Sort and stamp all incoming paperwork. Scan/upload/index all documents for the teams working offsite.

Provide support as needed for the Investment Operations team for document processing and printing requests. Process and investigate all return mail including tax receipts and office cheques. Escalate any anomalies to Supervisor.

Responsible for the co-ordination of off-site storage for Investment Administration. This includes preparation of boxes and arranging for pick up; management of the information system to track box numbers/contents and destruction dates; and co-ordinates the recall/return of boxes and/or documents.

Responsible for maintenance of fax machine, photocopier, and printers. This includes ensuring the machines are in good working order, stocking machines with paper and replacing toner and making service checks/calls when required.

Responsible for processing centralized reports for the enterprise. This includes but is not limited to Rejected and Exception reports. The cause of the exception is to be determined and corrective action to be taken.

Provides effective posting and follow-up coverage for Investment Operations. This includes auditing the request for approval or rejection, updating CRM, posting the transaction on the banking system, cheque preparation and completion of paperwork. Audit RSP and TFSA applications prior to uploading to the electronic filing system. Ensure the applications are in the right format and complete to protect CCS from liability during estates disputes.

Responsible for processing renewals of all registered GICs.

Ensure that all confirmations/cheques are sorted and mailed out in a timely manner.

Responsible for the effective communication with CCS branch network and external vendors in the daily course of resolving issues of missing documents, supplies, repair of department equipment.

Keep abreast of changes in policies and procedures affecting the successful operation for the Investment Administration area.

Who we are looking for?

One-year of Job-Related Experience.

High School Diploma/Grade 12.

Working knowledge of Excel, Word, and Outlook.

Team player who can work under pressure.

Proficient ability to deal with shifting priorities, multi-tasking, problem solving and the ability to initiate action and use logical process.

Self-starter, good judgement, ability to work independently, flexible, and vision to see the long-term implications of short-term decisions are necessary attributes.

Good communication skills.

Organized and attention to detail.

Equity, Diversity & Inclusion at Coast Capital
Don't meet every single requirement? At Coast Capital, we believe everyone has potential. We are committed to building better, brighter, more inclusive futures for everyone - including our employees. We see the potential in our employees to achieve amazing things and want to invest in your future. If you're excited about this career opportunity and your experience may not perfectly align with every qualification in this job posting, we still encourage you to apply. You may be just the right candidate for this or other opportunities at Coast Capital.
At Coast Capital, we are committed to equity, diversity and inclusion. We strongly encourage applications from Indigenous Peoples, Black, and racialized persons, persons with disabilities, people of diverse sexual and gender identities and women. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences and expertise benefit of our employees, our members, and our community.
We strive to provide an accessible candidate experience for our candidates with different abilities. If you require any accommodations, please contact accessibility@coastcapitalsavings.com or call 778-391-5836. We will work with you to meet your needs.

Why join Coast Capital Savings?

Purpose is our North Star. We look at everything through our purpose. It informs the advice we provide our members, the experiences and products we create, and the programs we build to support our employees and communities.

Committed to inclusion and engagement. We have an ongoing focus on equity, diversity, and inclusion and routinely track how we're doing, and what we need to do to keep improving. We foster a culture where everyone can feel safe to be who they really are and thrive.

A career that grows with you. We believe in developing our people and promoting from within. Many employees have spent decades, and sometimes their entire careers, with Coast Capital and have progressed from the frontlines to senior leadership.

Work where you're most effective. In 2020 the world changed, and that includes how we work. In response to COVID-19 we launched myWork, which gives employees flexibility in where they work based on the nature of their role.

Benefits that flex to the needs of you and your family. We offer comprehensive, customizable benefits for you and your family, so you can choose what fits best for you and your lifestyle.

Retirement options. We also take care of our employees once they retire. That's why we offer the choice of a defined contribution or defined benefit pension plan or RSP's.

Mortgage and auto financing benefits. Employees save thousands on their mortgages and auto loans with best-in-category benefits.

Real Recognition. We recognize excellence throughout the year, through an online community that lets employees give kudos and thanks throughout the year. We're human, which means we like to have fun with events, celebrations, and recognition throughout the year.

An award winning culture. We're a Platinum member of Canada's Best Managed Companies and are regularly recognized by Canada's Most Admired Corporate Cultures and the BC Top Employers Awards.

We reinvest 10% back into the community. When we do well, our communities do well. That's why since 2000 we've invested over $90 million into our member's communities.

Double your impact. Through our employee volunteer program, Coast Capital donates $10 for every hour you volunteer to a Canadian charity or non-profit of your choice.

D&I at Coast At Coast Capital, we value diversity, equity and inclusion. We're not all the same and we like it that way. We don't just accept differences - we celebrate, support, and we thrive on them for the benefit of our employees, our members, and our community. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills.

Category

Operations and Logistics