Senior Assistant Manager, Office Administration

Scotiabank Global Site; Toronto; On-site; CAD 70,000 - 90,000; Full time

Job summary

A leading financial institution in Toronto is seeking a Senior Assistant Manager Office Administration to oversee the Branch Support Team and ensure operations comply with regulations. The ideal candidate will have a degree in Business and strong organizational skills. Responsibilities include managing compliance and financial activities related to the branch. This is a full-time role offering a chance to work in an inclusive environment.

Qualifications

• Ability to meet deadlines.
• High attention to detail and solid follow-through capabilities.
• Knowledge of the Estate & Trust and/or wealth management industry.

Responsibilities

• Lead and oversee the Branch Support Team.
• Ensure compliance with regulatory and internal Bank guidelines.
• Support the completion of the financial and expense activities within the branch.

Skills

Strong organizational skills

Excellent written and verbal communication skills

Ability to take initiative and work independently

Strong analytical skills

Bilingualism (English-French)

Education

Degree / Diploma in Accounts / Business / Record Management

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Salesforce

Microsoft Teams

Job description

Requisition ID : 230433

Join a purpose driven winning team committed to results in an inclusive and high-performing culture.

As the Senior Assistant Manager Office Administration you will lead and oversee the Branch Support Team contributing to the overall success of the Scotiatrust Estate and Trust Toronto Branch team ensuring specific individual goals plans and initiatives are executed and delivered in support of the teams business strategy and objectives. You will perform a variety of functions ensuring all activities conducted are with a high level of service and in compliance with governing regulations internal policies and procedures.

Is this role right for you In this role you are / will :

Responsible for compliance with regulatory and internal Bank guidelines by :

Ensure compliance with National Office reporting requirements

Manage all aspects of the Occupational Health and Safety activities and representatives for all units within the premises

Responsible for Branch Continuity Plan development communication testing reflective of current technology procedures and threats and signoffs

Authorization and maintenance of access levels for systems and premises

Ensure miscellaneous assets are secured and monitored as required by policy and risk management.

Report immediately any unusual occurrences or activities and escalate as appropriate

Managing the Re-Org and Tax notification process.

Responsible for the contacts with various Help Desks Voice Services Real Estate National Office and WM areas for consulting facilitating implementation of procedural changes within the Department and premises as applicable. Administer system access and authorization controls. Assist in the resolution of equipment telephone network and PC related matters for all staff.

Support the completion of the financial and expense activities within the branch by :

• Assisting with the daily deposits;
• Completing the cash receival / deposit process;
• Preparing all branch payments for internal and external clients;

Process all entries within branch transit to GL

Analysis and reconciliation of branch GLs

Managing and completing the payment of employee telephone bills;

Managing the Automatic Fund Transfer process including distributing the Automatic Fund Transfer reports to officers and verifying that correct amounts are debited and credited to the clients accounts; and

Distributing the monthly tax billing for the branch including distribution to TA / TO team manual tracking and return of completed / adjusted spreadsheet to the Tax Office.

Prepare maintain and submit branch loss activity report

First contact with auditor for the branch financials

Net new business reporting

Oversee and maintain the branch record management and retention policies and procedures by :

Managing the off-site records management filing system via Iron Mountain for active and closed client account files;

Being the primary liaison between Real Estate Distribution and Iron Mountain for client record management;

Maintaining the approved tracking system to account for all client files at all times; and

Managing the off-site records management filing system via Iron Mountain for all will bank clients.

Support the maintenance and management of the will bank by :

Collecting shipping / storing and requesting all wills to / from Iron Mountain;

Ensuring safe custody as per policy while on Scotiatrust premises;

Contributing to the will bank records retention project; and

Being the major liaison between Estate and Trust Consultants Regional Estate & Trust Administrators and the Scotiatrust branch teams for Wills.

Oversee and manage administration activities for the branch by :

Ensuring the branch stationery supply is adequately stocked ordering stationary as needed to ensure Scotiatrust letterhead envelope and pre-paid envelopes are in stock;

Maintaining the Toronto Estate & Trust email distribution list ensuring new team members are added and team members who leave are removed;

Monitoring the BST Email Account responding as needed to the emails and ensuring all requests are actioned and teams are updated as needed based on information provided through that inbox;

Assisting with the daily recording and distribution of incoming mail; and

Monitoring the Branch incoming voicemail responding as needed to the voice mails received and ensuring messages are passed on to the teams in order to provide timely responses to clients.

Provide back-up and support to the Property Administrator by :

Assisting with the request for appraisals of properties under administration;

Assisting with the request for insurance of properties under administration; and

Assist in providing timely response to the teams for property related matters

Perform other related duties as assigned including :

Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships systems and knowledge.

Understand how the Banks risk appetite and risk culture should be considered in day-today activities and decisions.

Actively pursues effective and efficient operations of their respective areas in accordance with Scotiabanks Values its Code of Conduct and the Global Sales Principles while ensuring the adequacy adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational compliance AML / ATF / sanctions and conduct risk.

Champions a high-performance environment and contributes to an inclusive work environment.

Do you have the skills that will enable you to succeed in this role Wed love to work with you if you have :

Degree / Diploma in Accounts / Business / Record Management

Excellent written and verbal communication skills

Strong organizational skills

Ability to take initiative and work independently

Ability to meet deadlines

Knowledge of Microsoft systems; Word Excel PowerPoint

Strong analytical organizational communication and interpersonal skills

proficiency with Outlook MS WORD & TEAMS Excel PowerPoint & Salesforce

University degree or equivalent

Knowledge of the Estate & Trust and / or wealth management industry

Industry accreditation (Certificate in Estate and Trust Administration) would be an asset

Working knowledge of legal documents such as Wills Trust Deeds and Powers of Attorney is an asset

Bilingualism (English-French) is an asset

High attention to detail and solid follow-through capabilities

Ability to prioritize several requirements at once and while under pressure

Excellent team player with the ability to work independently

Demonstrated initiative pro-activity and sense of responsibility

Dedicated to service excellence for internal and external clients

Ability to effectively manage change

Dimensions :

Support the Estate and Trust team at the Toronto Branch; 20 Trust Officers 15 Trust Associates

Directly support a small number (1- 4) of ETCs in a region consisting of anywhere from 30-100 advisors across different business lines and engage with upwards of a dozen other specialists who are integrating estate and trust solutions into their plans and processes

Part of a team that supports approx. 42 ETCs along with other Scotia Wealth Management field staff which includes over 70 specialist professionals and over 800 relationship managers across the business lines

Location(s) : Canada : Ontario : Toronto

Scotiabank is a leading bank in the Americas. Guided by our purpose : for every future we help our customers their families and their communities achieve success through a broad range of advice products and services including personal and commercial banking wealth management and private banking corporate and investment banking and capital markets.

At Scotiabank we value the unique skills and experiences each individual brings to the Bank and are committed to creating and maintaining an inclusive and accessible environment for everyone. If you require accommodation (including but not limited to an accessible interview site alternate format documents ASL Interpreter or Assistive Technology) during the recruitment and selection process please let our Recruitment team know. If you require technical assistance please click here. Candidates must apply directly online to be considered for this role. We thank all applicants for their interest in a career at Scotiabank; however only those candidates who are selected for an interview will be contacted.

Required Experience :

Manager

Key Skills

Typing,Clerical Experience,Computer Operation,Math,Mortgage Servicing,Office Experience,Computer Literacy,Medical Terminology,Software Testing,Administrative Experience,Phone Etiquette,Word Processing

Employment Type : Full Time

Experience : years

Vacancy : 1