Business Support Associate

CIBC Mellon; London; On-site; CAD 39,000 - 58,000; Full time

Job summary

A leading financial services company located in London, Ontario, is seeking an Administrative Assistant to support smooth office operations. This role involves managing incoming and outgoing mail, coordinating deliveries, and processing documents. Candidates should possess a High School Diploma and strong computer skills in Excel and Word, with an emphasis on customer service. The position offers a salary range between $39,000 and $58,000 and provides opportunities for professional growth.

Qualifications

• Proficient keyboarding ability with a high degree of accuracy.
• Experience with Excel and Word applications.
• Strong customer service skills.

Responsibilities

• Manage incoming and outgoing mail and deliveries.
• Handle tax remittance and reconcile cheques.
• Index documents and maintain filing systems.
• Monitor equipment functionality and coordinate repairs.

Skills

Proficient & accurate keying speed

Computer Skills including Excel, Word

Customer service oriented

Education

High School Diploma

Tools

Fax

Copiers

Printers

Job description

CIBC Mellon is a leading provider of asset servicing solutions to institutional investors in Canada, including multi-currency accounting, fund valuation, and investment information reporting. We are passionate about providing exceptional client service backed by our culture of innovation and success. Our outstanding employee experience will provide you with opportunities to learn and grow professionally while supporting the communities in which you live and work. We are a diverse and dynamic workplace where employees take an active role in delivering on strategic objectives while advancing their individual career goals. We encourage innovative thinking and give our employees the support and resources they need to turn great ideas into actions. We’re always looking for talented people who can make a meaningful difference for our clients, our company and our communities. To learn more about why our employees love coming to work each day, visit www.cibcmellon.com/experience.

About the Role

The role involves managing a variety of administrative and operational tasks to ensure smooth office operations and compliance with organizational processes.

Responsibilities

• Manage all incoming mail, including receiving, opening, date-stamping, sorting, and distributing to the appropriate groups. Handle incoming Canada Post mail, inter-office mail, cheques, courier deliveries, and faxes.
• Prepare all outgoing courier deliveries and Canada Post mail, including metering postage, creating weigh bills for couriers, and maintaining tracking reports.
• Responsible for tax remittance processes, including preparing tax remittance slips, reconciling tax cheques with listings, and delivering them to the CIBC branch for weekly deposits.
• Coordinate the production, preparation, and mailing of branch-based cheque runs, client statements, and other client mailings, including vendor cheques.
• Process duplicate tax slips for mailings.
• Manage branch cheque production through IPA in Toronto.
• Index Pension Benefit Instructions from clients, members, and internal sources by monitoring incoming emails through the Kofax Total Agility system. Identify key details to accurately index instructions to the correct profiles and determine the email instruction type for proper processing.
• Prepare incoming hard copy documents from members by scanning, importing, validating, and indexing them using the KTA scanner.
• Responsible for daily reconciliation of all instructions received through the instruction mailbox with the TLS Enforced domains list.
• Responsible for receiving and logging all incoming cheques including a daily reconciliation of cheques kept on-side for both IPA and Benefits.
• Responsible to prepare and reconcile daily e-deposits.
• Monitor inventory and order stationery supplies and consumables for the branch office.
• Perform daily maintenance of office machinery and equipment to ensure functionality. Coordinate with vendors or repair technicians for necessary repairs or supply orders.
• Direct incoming telephone calls from the branch office’s general line to the appropriate recipients.
• Greet and welcome visitors to the business office, register them, provide a visitor badge, and notify the appropriate individual of their arrival.
• Maintains all on-site files and retrieval of files for Pension Benefits and IPA from offsite storage facilities.
• Responsible for generating and/or uploading daily reports to support internal group operations including; payroll reports, QC reports, Client group listings, and Security access reports.
• Prepares and distributes simple statistical spreadsheet reports for management tracking and reporting including audit, quality control and summary reports detailing tracking usage of office systems and equipment.

Qualifications

• High School Diploma
• Proficient & accurate keying speed
• Computer Skills including Excel, Word
• Knowledge of equipment (fax, copiers, printers)
• Customer service oriented

Working Conditions Unique to Job

• Lift heavy boxes, some exceeding 50 pounds, when required.

CIBC Mellon's Values

• Get it Right Every Day: Deliver service excellence while always acting with the highest ethical standards.
• Put Clients at the Centre: Advocate for clients by listening, sharing knowledge, and bringing the right solutions forward.
• Be One Family: Challenge, empower and recognize your colleagues.
• Take Ownership: Speak up, speak out, and make things better.

Additional Information:

• The salary band for this position ranges between $39,000 - $58,000.
• Individual pay is determined by factors such as job-related skills, market conditions, relevant experience, education, training, and internal equity.
• Please note, our recruitment process may include the use of AI-assisted tools.