Document Services Associate (12-month contract)

foresters; Toronto; On-site; CAD 40,000 - 55,000; Full time

Job summary

Foresters Financial in Toronto, Ontario is seeking a Document Services Associate for a 12-month contract. You will support shipping/receiving, mail processing, and certificate assembly for life insurance products, ensuring accuracy and compliance with underwriting decisions and provincial regulations.

You will operate scanners, index documents, and reconcile life and annuity applications, while collaborating with internal teams to meet SLAs and deliver contracts to field offices and members.

Qualifications

• Post secondary diploma in a related field or equivalent experience.
• 1-2 years of experience in a mailroom, office support, or clerical role.
• Excellent attention to detail ensuring quality standards are met.
• Ability to manage daily workflow to meet tight deadlines.
• Strong written and verbal communication skills.

Responsibilities

• Support shipping and receiving and distribute mail to internal customers.
• Process inbound and outbound mail to Canada Post, USPS, IC and FedEx.
• Prepare and process shipments for US and Canadian certificate packages.
• Index scanned documents following established guidelines.
• Verify contracts and ensure required documents are present before issuance.
• Coordinate delivery of completed contracts to field offices or members.

Skills

Attention to detail

Time management

Communication skills

Teamwork

Education

Post secondary diploma in a related field or equivalent experience

Tools

Microsoft Office (Excel, Outlook)

Job description

Career Opportunity

Role Title

Document Services Associate (12-month contract) Purpose of role

This position is responsible for a broad range of administrative and mail‑related functions that support Foresters operations.

Key responsibilities include managing Shipping/Receiving activities, processing inbound and outbound mail, and handling returned mail with accuracy and efficiency.

The role also encompasses Imaging and Indexing duties, which involve receiving and reconciling life and annuity applications, related documents, and cheques; operating high‑speed scanners and indexing technology to upload information into the New Business Administration system within established Service Level Agreements (SLAs); and retrieving underwriting requirements from vendor websites, fax, or paper sources to match with corresponding files.

In addition, the position supports certificate assembly by preparing and packaging life insurance certificates for both U.S. and Canadian contracts, ensuring compliance with underwriting decisions, product specifications, and applicable state and provincial regulations. The incumbent performs quality reviews, verifies all required pages and supporting documents, and ensures timely delivery to field offices and members in alignment with defined service and quality standards.

Job Description

Key Responsibilities

• Support shipping and receiving function as required by handling incoming shipments, distributing mail to various internal customers, and processing all US and Canadian outgoing mail to be sent via Canada Post, USPS, IC and FedEx
• Handle sorting and distribution of incoming correspondence that is printed by a third‑party vendor and prepare outgoing mail
• Prepare and process all shipments for US and Canadian certificate packages
• Investigate and re‑send returned US and Canadian mail as required
• Prepare mailing labels for agent correspondence
• Support our internal and external business partners
• Receive and prioritize documents for processing and prepare for scanning
• Analyze the content of the document to identify the type of form/application for barcoding prior to scanning
• Troubleshoot image quality, hardware or software issues
• Index all scanned documents following the established guidelines
• Analyze and resolve issues that arise, which include determining if batches need to be deleted and re‑scanned
• Examine each file received to ensure contracts have been issued accordingly, capturing any required documentation deemed necessary by the Underwriter and/or the Case Manager
• Ensure all required applications and supporting documents are retrieved and assembled accurately
• Review application information for accuracy and completeness to ensure that any changes/corrections have been properly reflected in the new contract package via a contract amendment or endorsement
• Responsible for identifying contract discrepancies and errors and then taking appropriate action to correct
• Coordinate the distribution of completed contract packages to the appropriate field offices or members according to state laws and agent's preferences
• Escalate any issues related to system issues and contracts output

Key Qualifications

• Education (minimum required) : Post secondary diploma in a related field or equivalent experience
• Experience (minimum required) : 1-2 years of experience in a mailroom, office support, or clerical role is preferred
• Excellent attention to detail ensuring quality standards is met at all times
• Ability to manage daily workflow to meet tight deadlines
• Must be able to work under minimal supervision and take ownership
• Ability to work in a fast paced and ever‑changing environment
• Receptive to feedback, asks questions to obtain clarification
• Strong oral & written communication skills and customer service skills to internal & external clients.
• Knowledge and skill in the application of computer software programs and accurate data entry skills
• Ability to work effectively in a team environment or as an individual as required
• Knowledge of Microsoft Office application i.e. Excel, Outlook

#LI-Onsite

Salary Range: $40,000 - $55,000

The actual base salary for this position will depend on several factors, including job‑related skills, experience, and education. In addition to base pay, eligible employees may participate in a discretionary variable incentive plan, results are subject to both individual and company performance.

Please note that this posting is intended to fill an existing vacancy; however, there may be instances where more than one vacancy is available for the same role.

Equal Opportunity Employment and Inclusion - at Foresters Financial, we are committed to sustaining an equal opportunity environment for all job applicants. We embrace Inclusion, Diversity and Equity (IDE) as a core strategic objective for building strong, innovative teams in which all our employees can show up wholly and authentically as themselves.

Foresters Financial strives to provide an accessibl