Mailroom & Imaging Administrator, Temporary

Aviso; Vancouver; On-site; CAD 46,000 - 55,000; Full time

Benefits offered by this job

Competitive compensation

Excellent health, dental and insurance

Generous vacation time

Retirement plan contributions

Learning & development opportunities

Regular team events

Job summary

Aviso Wealth is hiring a Mailroom & Imaging Administrator for a 6‑month Operations role in Vancouver. You will handle mail, faxes and documents, scanning and routing to departments, while maintaining accurate records and strict protocol adherence.

The position requires daily collaboration with staff and external parties, and involves learning multiple functions within the team. Ideal candidates bring an English fluency, a detail‑oriented approach, and the ability to work in a fast-paced

Qualifications

• High School Diploma required.
• Minimum 1 year work experience in an office environment.
• Fluent English; bilingual French is an asset.
• Ability to work independently and as part of a team.
• Strong attention to detail and accuracy.
• Strong organizational, time management and administrative skills.
• Strong customer service focus and ability to build relationships.
• Able to work under pressure in a fast-paced environment.

Responsibilities

• Receive, prepare, verify and scan all incoming documents, cheques, faxes and emails.
• Accurately distribute documents to the correct department.
• Assist with filing and location of original documentation.
• Ensure protocol is followed when processing and/or delaying requests.
• Be willing to learn numerous functions within the team.
• Send mail/couriers using Canada Post, FedEx and Purolator within daily pickup deadline.
• Process and distribute incoming cheques.
• Use Laserfiche, OSM, and Dataphile properly in compliance with policy.

Skills

Office administration

Document handling

English proficiency

Attention to detail

Education

High School Diploma

Tools

Laserfiche

OSM

Dataphile

Job description

At Aviso, we are dedicated to improving the financial well-being of Canadians. As a leading wealth management organization, we are committed to leadership, innovation, partnership, responsibility, and community. Working with talented and energetic professionals who exemplify our values every day, you will quickly notice that our people and dynamic ‘oneaviso' culture sets us apart. If you are looking for interesting and challenging work, at a company committed to its people, find out more about what Aviso has to offer at www.aviso.ca.

The Opportunity

We're looking to fill an opening for a Mailroom & Imaging Administrator to join our Operations team for 6 months.

Reporting to the Supervisor, Mailroom & Imaging Analyst the Mailroom & Imaging Administrator is responsible for distribution of mail and faxes to all departments within Aviso. This position requires daily interaction with internal departmental staff and external parties, providing both processing and administrative support.

• We Care- Youdo the right thing forclients,partnersand colleagues. Youbuild trusted relationships,championservice excellence, andcontribute to a culture where people feel valued and supported
• We Dare-You challenge the status quo with bold ideasand fresh perspectives. Youembrace change, seek opportunities toinnovateand are comfortable exploring new ways of working
• We Share- Youcollaborate openlyand build meaningful relationships. Youseek outdiverse perspectives, share yourknowledgeand work together to helpcolleagues,clientsand partners succeed
• We Deliver- Youtake ownership of your work,honouryourcommitmentsand focus on delivering meaningful results.You hold yourself accountable and continuously look for ways toimprove

What your day looks like

• Receive, prepare, verify and scan all incoming documents, cheques, faxes and emails
• Accurately distribute documents to the correct department
• Assist with filing and location of original documentation
• Ensures proper protocol is followed when processing and/or delaying requests
• Be willing to learn numerous functions within the team
• Assist with various departments by accurately distributing documents within set service levels
• Send mail/couriers using Canada Post, FedEx and Purolator within daily pickup deadline
• Receive and prepare all incoming mail, documents, and paperwork
• Process and distribute incoming cheques
• Uses all pertinent systems (Laserfiche, OSM, and Dataphile) properly in compliance with company policy and industry regulation
• Ensure notes on systems are clear and concise with relevant updated information from internal and external sources
• Ensures internal manuals are current and updated with changes in company policy, industry regulation and system/ procedure changes
• Communicates with peers and supervisor of issues/ changes that arise from daily activity to ensure all parties are kept up to date on such issues/ changes
• Back up coverage for staff on vacation within the department
• Tracks all documentation to report on a daily basis to the Supervisor

Aviso Wealth

At Aviso, we are dedicated to improving the financial well-being of Canadians. As a leading wealth management organization, we are committed to leadership, innovation, partnership, responsibility, and community. Working with talented and energetic professionals who exemplify our values every day, you will quickly notice that our people and dynamic ‘oneaviso' culture sets us apart. If you are looking for interesting and challenging work, at a company committed to its people, find out more about what Aviso has to offer at www.aviso.ca.

The Opportunity

We're looking to fill an opening for a Mailroom & Imaging Administrator to join our Operations team for 6 months.

Reporting to the Supervisor, Mailroom & Imaging Analyst the Mailroom & Imaging Administrator is responsible for distribution of mail and faxes to all departments within Aviso. This position requires daily interaction with internal departmental staff and external parties, providing both processing and administrative support.

Asoneaviso:

• We Care- Youdo the right thing forclients,partnersand colleagues. Youbuild trusted relationships,championservice excellence, andcontribute to a culture where people feel valued and supported

• We Dare-You challenge the status quo with bold ideasand fresh perspectives. Youembrace change, seek opportunities toinnovateand are comfortable exploring new ways of working

• We Share- Youcollaborate openlyand build meaningful relationships. Youseek outdiverse perspectives, share yourknowledgeand work together to helpcolleagues,clientsand partners succeed

• We Deliver- Youtake ownership of your work,honouryourcommitmentsand focus on delivering meaningful results.You hold yourself accountable and continuously look for ways toimprove

What your day looks like

• Receive, prepare, verify and scan all incoming documents, cheques, faxes and emails
• Accurately distribute documents to the correct department
• Assist with filing and location of original documentation
• Ensures proper protocol is followed when processing and/or delaying requests
• Be willing to learn numerous functions within the team
• Assist with various departments by accurately distributing documents within set service levels
• Send mail/couriers using Canada Post, FedEx and Purolator within daily pickup deadline
• Receive and prepare all incoming mail, documents, and paperwork
• Process and distribute incoming cheques
• Uses all pertinent systems (Laserfiche, OSM, and Dataphile) properly in compliance with company policy and industry regulation
• Ensure notes on systems are clear and concise with relevant updated information from internal and external sources
• Ensures internal manuals are current and updated with changes in company policy, industry regulation and system/ procedure changesCommunicates with peers and supervisor of issues/ changes that arise from daily activity to ensure all parties are kept up to date on such issues/ changes
• Back up coverage for staff on vacation within the department
• Tracks all documentation to report on a daily basis to the Supervisor

Requirements

Your experience and skills:

• High School Diploma
• Minimum 1 year work experience within an office environment
• Fluent communication skills in English are required and bilingual skills in French are an asset
• Ability to work independently and as part of a team to achieve required objectives
• Self-motivated and results driven
• Strong attention to detail and accuracy
• Strong organizational, time management and administrative skills
• Strong customer service focus, ability to build and maintain relationships
• Proven ability to work well under pressure and in a fast-paced environment
• Flexible to meet changing needs and manage deadlines

Benefits

Why Aviso Wealth?

At Aviso Wealth, you will find a dynamic and inclusive culture that rewards innovation and celebrates success.
Here are a few things that set us apart:

• Competitive compensation package that rewards and recognizes individual contributions
• Excellent health, dental and insurance benefits to meet the diverse needs of our employees
• Generous vacation time, fitness benefit, parental leave top-up options
• Matching contributions to our retirement program
• Commitment to the continuous improvement of our staff through learning & development and an education assistance program
• Regular social events to foster teamwork

Your Information

By submitting your application, you consent to the collection, use, and disclosure of your provided personal information for the purposes of assessing your qualifications and suitability for employment with Aviso. Your information will be handled in accordance with applicable Canadian privacy laws, including thePersonal Information Protection and Electronic Documents Act (PIPEDA)and relevant provincial legislation. Your data may be shared with authorized personnel involved in the recruitment process and retained only as long as necessary to fulfill these purposes or as required by law.

Further information is available on the Privacy link on our Career Page - Privacy Policies

Equal Employment Opportunity

Aviso welcomes and encourages applications from all qualified individuals including persons with disabilities. If you require an accommodation, we will work with you to meet your needs in all stages of the hiring process.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.

No recruiters or agencies, please.

Company Overview

Aviso is a leading wealth management and investment services provider for the Canadian financial industry, with approximately $145 billion in total assets under administration and management, and over 1,000 employees. We're building a comprehensive, technology-enabled, client-centric wealth services ecosystem. Our clients include our partners, advisors, and investors. We're a trusted partner for nearly all credit unions across Canada, in addition to a wide range of portfolio managers, investment dealers, insurance and trust companies, and introducing brokers. Our partners depend on Aviso for specific solutions that give them a competitive edge in a rapidly evolving, highly competitive industry. Our investment dealer and mutual fund dealer and our insurance services support thousands of investment advisors. Our asset manager, NEI Investments, specializes in investing responsibly. Our online brokerage, Qtrade Direct Investing®, empowers self-directed investors, and our fully automated investing service, Qtrade Guided Portfolios®, serves investors who prefer a hands-off approach. Aviso Correspondent Partners provides custodial and carrying broker services to a wide range of firms. We have offices in Toronto, Vancouver, and Montreal. Aviso is backed by the collective strength of our owners: the credit union Centrals, Co-operators/CUMIS, and Desjardins. We're proud to power businesses that empower investors.

A career with Aviso means being part of a group of talented, energetic professionals who live their values every day, and belonging to an organization dedicated to your success and career development. If you're looking for interesting and challenging work, at a company committed to its people, apply to join our team.

Salary

This position is posted with an expected salary range of $46,000 - $55,000 CAD annually. Individual compensation packages are based on various factors unique to each candidate and the requirements of the position.