Administrator - Operations

Olympia; Calgary; On-site; CAD 42,000 - 56,000; Full time

Job summary

Olympia is seeking an Administrator to perform account administration and process client transactions with accuracy and timeliness. You will work in a team to maintain files and ensure all documentation follows Olympia guidelines.

Qualifications include a high school diploma, familiarity with AML policies, proficiency in Outlook and MS Office, and excellent communication. Bilingual French-English is an asset; prior administration or financial experience is preferred.

Qualifications

• Requires knowledge of AML policies and procedures.
• Proficient in Outlook and Microsoft Office applications.
• Maintain a processing accuracy of 95% or higher.
• Strong communication skills with customers and team.
• French-English bilingual is an asset.
• Criminal background check is required.

Responsibilities

• Maintain complete client files and ensure documentation is in order.
• Review documents for accuracy, process openings, purchases, and updates.
• Escalate transactions to team members as needed.
• Stay up to date on Olympia products and regulatory requirements.
• Ensure efficient business processes and timely client commitments.
• Assist with training of new and existing team members.
• Participate in projects and team meetings.
• Execute day-to-day operational activities with reliability.

Skills

AML policies

Microsoft Office

Attention to detail

Strong communication

Bilingual French-English

Customer service

Education

High school diploma

Post-secondary education in business administration

Business administration degree

Tools

Outlook

Microsoft Office

Job description

An 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. An Administrator is 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.

Duties and Responsibilities

• Uphold 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.
• Timely review of documents to confirm accuracy, account openings, purchases, and client updates as well as transactions, distributions, sells, and any other special transactions.
• Escalate transactions as necessary to other team members.
• 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 management and executives.
• Connection - We build long-term relationships by collaborating with our clients and industry participants.
• Accountability - We are a trusted business partner operating with transparency and integrity.
• Innovation - We leverage technology to continuously improve how we serve our customers.
• 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.

Formal education and experience

• High school Diploma is required.
• Post-Secondary education in Business Administration, Management, Economics or related field of study is an asset.
• 0 - 3 Years of Financial or Investment Industry experience is an asset.
• 0 - 3 Years of previous Administration experience is an asset.
• 0 - 3 Years of previous Customer Service is an asset.

Specialized skills or knowledge

• 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 in French and English communication both written and spoken is an asset