Administrator, Mortgages

Job Summary

The Administrator’s primary responsibility is account administration through the processing of various client based financial and non-financial transactions, adhering to required timelines and priorities.  You are required to work as part of a team to support the building of strong relationships, by ensuring all documents and transactions are completed with a high level of accuracy and clarity in accordance with Olympia guidelines.

The primary job duties and responsibilities:

• Upholds the division and Olympia’s reputation and values, while promoting our motto “With Us, It’s Personal” in all interactions with employees, clients and business associates
• Maintain complete client files and ensure documentation is in good order
• Ensure all documentation follows internal and external audit and regulatory requirements
• Notify applicable team member of any transactions where further client action is required to move forward
• Timely review of documents to confirm accuracy, account openings, purchases, and client updates as well as transactions, distributions, sells, and any other special transactions
• Remain up to date on all Olympia products, services, legislative requirements
• Ensure the efficiency of business processes, policies and procedures, to deliver on client commitments with speed and quality
• Organize and assist with the training of any new and existing team members
• Actively participate in projects and team meetings
• Owns the execution of day to day operational activities to maintain effective and efficient service
• Flexible to perform various assigned tasks as requested by team and management

Formal Education or Equivalent

• High school Diploma is required
• Diploma is Business Administration or related field of study is an asset
• Bachelor’s degree in Management, Economics or related field of study is an asset

Years of Experience

• 0 - 3 Years of Financial or Investment Industry experience beneficial
• 0 - 3 Years of previous Administration experience is preferred
• 0 - 3 Years of previous Customer Service experience

Competencies

• Demonstrates flexibility and resilience in response to constraints, failures, and adversity and adjusts priorities to multiple demands and unanticipated events
• Proven ability to work in a fast-paced, dynamic environment, while delivering on tasks
• Displays and fosters integrity and honesty through the promotion of mutual trust and respect, demonstrates and fosters high moral standards, and treats others fairly and ethically
• Possesses excellent organization, high attention to detail and time management skills with the aptitude to establish priorities
• Must have the ability to maintain professionalism in all situations

Specialized skills, knowledge or certifications

• Requires a thorough understanding of the Anti‐Money Laundering (AML) policies and procedures
• Intermediate level with Outlook and Microsoft Office products and internet application
• Maintain a processing accuracy of 95% or higher
• Strong communication skills to liaise with customers and team
• Entry level understanding of how the Registered Plans & TFSA Division operates
• Successful completion of a Criminal Background check is required
• Bilingual is beneficial

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