Office Administrator - Contract

Friday, April 11, 2025

WHO WE ARE

HomeEquity Bank is a Schedule 1 Canadian chartered bank and the leading national provider of reverse mortgages, with a growing portfolio. As the only bank solely dedicated to serving homeowners 55 and up, we’re passionate about helping Canadian homeowners live retirement on their terms. We live that commitment every day, with a range of reverse mortgage solutions that include our flagship CHIP Reverse Mortgage product.

OUR VALUES, OUR PASSION

At HomeEquity Bank, our values drive and inspire our actions with our customers, our partners and each other.

• Courage to Act. Do the Right Thing
• One Team. One Vision
• Think Long-Term. Ever-Evolving

POSITION SUMMARY

The Office Administrator will provide administrative and general support to various departments as well as handle all incoming and outgoing mail, materials and packages. This role is also responsible for the replenishment of internal facilities and supplies, and the coordination, preparation, and physical set up of all facility needs. Daily activities will vary based on needs of the business and the successful candidate must be flexible, reliable and have a demonstrated ability to juggle multiple priorities in a customer service-oriented organization. This position requires extensive periods of moving around the office space and lifting and moving of furniture and equipment is also required. The Office Administrator may occasionally be required to work flexible hours when providing coverage to the Office Services Coordinator. This role is required to be onsite during regular business hours.

MAJOR ELEMENTS OF THE ROLE

Administration Duties

• Provide administrative and general support to assist other staff with overflow work, including word processing, data entry, filing, etc.
• Maintain relationships with vendors that provide office services to the Bank. (ie: Purolator, Staples, etc.).
• Process and distribute incoming and outgoing mail – opening, sorting, scanning, filing.
• Sort and log incoming cheques by department.
• Prepare waybills and packing slips for outgoing courier packages, arrange pickups, and receive and process incoming courier packages.
• Receive and distribute fax correspondence.
• Handle all postage requirements for outgoing mail including drop-off to Canada Post and Purolator.
• Coordinate holiday office closures as required.

Office Services Coverage

• Act as primary backup to the Office Services Coordinator – including reception duties, answering phones, greeting all visitors, and facilities activities.
• Assist with the maintenance of office equipment including copiers, mail machines phone systems and ensures service calls are completed in a timely manner.
• Keep stock of all office supplies including stationery and kitchen supplies and work with Office Services Coordinator to complete orders as needed.
• Assist in the preparation of daily letters template for prospective clients and submitting it to the printing house.
• Ensure that maintenance matters are addressed in a timely manner.
• Assist in the reconciliation of related invoices.
• Support the tracking of expenditures to budget.

Facilities Support

• Working closely with the Office Services Coordinator to liaise with building management on issues affecting the safety, well-being and comfort of employees. This will ensure that the security systems are maintained; access cards are managed, and the entrance is controlled.

General Office Duties

• Help prepare and organize rooms for meetings as needed.
• Oversee boardroom and meeting room schedules; organize meeting rooms on a daily basis, including updated phone lists and checking supplies.
• Arrange for catering when necessary.
• Assist the Office Services Coordinator with keeping kitchens and common employee areas clean, organized and efficiently maintained, including loading/unloading of dishwashers.
• Other duties as assigned.

SKILLS AND EXPERIENCE REQUIRED

Qualifications

• High School Graduate or equivalent work experience
• A Community College Diploma in administration is considered an asset
• Preferably 1-3 year of previous work experience; in Reception or Office Administration
• Exceptional customer service skills and effective communication skills, both verbal and written
• Experience utilizing MS Office Applications, including Microsoft Teams
• A demonstrated ability to deal professionally with colleagues, clients and other guests and suppliers
• Is adept at problem solving and is both flexible and adaptable

WORKING CONDITIONS UNIQUE TO JOB

• Standard office environment
• Requires regular lifting, carrying, pushing, pulling and handling of items up to 50 lbs.

The ideal candidate will be required to have flexibility to work longer hours when needed to support the business.

WHY WORK AT HOMEEQUITY BANK?

HomeEquity Bank offers a hybrid working environment supported with a culture of flexibility – an approach that is unique to each person, and that enables both business and individual needs to be met in a mutually beneficial way.

We pride ourselves in recognizing and celebrating performance, community service, teamwork, and diversity among our employees.

A Dynamic Culture – With People at the Centre

We believe our people make all the difference; our tireless commitment to inclusivity, professional development, and employee experience has been recognized through awards including the Greater Toronto’s Top Employers 2024, Waterstone Canada's Most Admired Corporate Cultures 2022-2023, the Globe and Mail's Report on Business: Canada's Top Growing Companies 2022 (third year since 2019), Canadian's Mortgage Professional (CMP) Top Mortgage Employer 2023 for the third year in a row and Achievers Top 50 Most Engaged Workplaces 2023.

Growth and Opportunities

We provide challenging and rewarding careers in a wide variety of fields. We continuously develop and train our employees through professional growth opportunities and on-the-job training. We also encourage our employees to develop professionally and personally through a series of career developing programs including our Educational Assistance Program, designed to reimburse costs related to professional learning and development.

Celebrating Great Work and People

We believe in an environment that celebrates success, knowledge, leadership, and work that is inspired by our core values. For these reasons, we have created several programs that make it easy for our employees to say ‘great job’ to their colleagues and leaders.

From our Appreciate! Program to the High Five Award Program and President’s Award Program, we recognize professional achievement with a variety of rewards including points towards gift cards, merchandise, and travel experiences, as well as group RRSP/DPSP contributions and more.

Our Community Leadership Program

Recognizes employees who make a positive impact in their communities through volunteer work with a grant for their charity of choice. Additionally, we provide employees with one paid day off each year to volunteer at their favourite local charity.

The Perks

HomeEquity Bank offers a competitive total rewards package that includes:

• Extended health and dental benefits
• Employee & Family Assistance Program
• Employer-Matched Group Retirement Savings Plan
• Employee Share Investment Plan
• Well-being initiatives including: a wellness account; virtual self-care programs and extended mental health benefits
• Employee corporate discount for GoodLife Fitness

HomeEquity Bank is committed to an inclusive, equitable and accessible workplace. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter.

Please note that our successful candidate is required to complete a background check.

Stay in the Know

Find out what we’re up to online, and learn more about what makes HomeEquity Bank a great place to work:

Join Us! If you’re ready to build the future of reverse mortgages, we want to hear from you.

• 200 Bay St., Toronto, ON M5J 2J1, Canada