Operations Administrator

December 10, 2021


An Operations Administrator’s duties involve processing various financial transactions on behalf of our clients and client service teams. This position includes entering confidential client information into our database from paper and electronic source documents. The ability to process large volumes of information, while maintaining a high level of accuracy is crucial.

The Operations Administrator is required to maintain up-to-date system records by ensuring accurate data entry; while also ensuring all customer service standards are met as set forth by Olympia Trust Company.

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
  • Audit, input and transfer time sensitive documents to various financial institutions
  • Research and promptly answer inquiries from institutions, clients, issuers and co-workers regarding products and transfer procedures
  • Perform regular follow up with financial institutions to determine the status of transfers outs, electronic transfers, depositing cheques and maintaining accounts
  • Review transfer documentation for completeness and accuracy before providing to Auditing
  • Perform various other functions and duties which may be required including transfer outs, electronic transfers, depositing cheques and maintaining accounts
  • Transfer data from paper and electronic formats into computer files or database
  • Process transactions provided directly from other staff and clients
  • Create tracking and processing Excel spreadsheets with large numbers of figures
  • Verify data by comparing it to source documents, as well as update existing data and retrieve data or electronic files
  • Save backup documentation within electronic system archives & file physical copies
  • Verify personal work before saving in database to ensure accuracy and completeness
  • Adhere to daily deadlines, submit daily work and deposit to Audit Team
  • Post and balance deposits to client’s accounts including contributions, withdrawals and fee cheques
  • Process credit card / electronic funds transfer payments and updates
  • Review, audit and process all mortgage scheduled and cheque payments
  • Coordinate replacement payments and special payments upon request
  • 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


  • 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
  • Maintain a processing accuracy of 95% or higher
  • 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

Experience and Skills

  • High school Diploma is required
  • Diploma in Business Administration or related field of study is an asset
  • 1 - 3 Years of Financial or investment Industry experience beneficial
  • 3 Years of previous Administration experience is preferred
  • Requires a thorough understanding of the Anti‐Money Laundering (AML) policies and procedures
  • Intermediate level with Outlook and Microsoft Office products and internet application
  • Strong communication skills to liaise with the team
  • Entry level understanding of how the Registered Plans & TFSA Division operates
  • Successful completion of a Criminal Background check is required

Perks and Benefits of being an Olympian:

  • Health Spending and Wellness Account
  • Employee Share Ownership Plan with matching company contribution
  • Virtual healthcare and Employee and Family Assistance Platform
  • Educational development for employees and dependents as well as an employee referral program
  • Olympia Charitable Foundation with donation matching and volunteer opportunities
  • Discounted movie tickets, ski passes and golf passes
  • Canvas Art program to decorate your work office or home
  • Discount perks program
  • Parental leave program, supporting new parents, regardless of gender
  • Weekly Chiropractor appointments in the Calgary Office
  • Discounted on-site gym for the Calgary Office

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