Administrator, Mortgages

September 18, 2023

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


  • 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

Apply Now