Mailroom Representative - Mississauga, Canada - Investment Planning Counsel

Investment Planning Counsel Mississauga, Canada

2 weeks ago

Description

Mailroom Representative

With your background, skills and experience you've already found success in the wealth management industry. Have you found your ideal firm, one that encourages you to pursue a balanced lifestyle as well as professional success?

Our Document Services team is currently growing We're seeking a Mailroom Representative - someone who is primarily responsible to sort and distribute daily incoming mail, faxes and couriers and prepare outgoing mail and couriers. This position is also responsible for the daily cheque deposits, storage management, forms overview and other functions that include document indexing and duties as assigned by your leader.

WE WANT YOU TO JOIN OUR TEAM OF WINNERS

What is the role of the Mailroom Representative?

Process all incoming mail, courier and faxes and ensure delivery to the proper persons and/or departments
and/or representatives.
Sign for packages delivered by couriers and any other deliveries made at the mailroom window
Hub updates: Storage timelines and requirements, Canada post and courier rates, best practices
Filing of Advisor mail into their mail slots
Prepare packages for couriers and mail.
Analysis of couriered packages to ensure cost effectiveness while adhering to timelines.
Cheque deposits.
Scanning and emailing via UVC of cheques to the business as per outlined SLA.
Periodic checks of incoming email and faxes (UVC) and applicable email boxes
Return mail handling, stats , reporting requests, and updates within Univeris
Coordinates storage activities among all cost centres at IPC.
Effective handling of delivery and receiving of confidential storage boxes to the various businesses
Provide support with indexing and imaging and may require overtime and occasional weekends
Process prepared documents through high speed scanners while paying attention to the quality of the image
and ensuring documents are scanned as clear images
Directs/Coordinates activities of business owners involved with analyzing business forms; such as
maintenance, translations, testing resources, script completion and testing.
Prepares and maintains an inventory of forms and changes across multiple repositories Coordinate a user acceptance testing with business units as set frequencies and reports identified
deficiencies to management.
Provide updates to business owners following completion of testing and form delivery
Standard Operation Process: quarterly review & updates
Annual MFDA audit fund company and investor mailing
Unclaimed properties reporting, emailing advisors and maintain YOY investor and advisor records

What are traits and competencies of a Mailroom Representative?

Ability to communicate clearly and concisely the goals and objectives of the organization to all stakeholders. Must be able to effectively communicate to various audiences and all levels of staff. Ability to quickly review/edit staff's work and make corrections/amendments if necessary.
Ability to oversee/manage multiple projects effectively and a capacity for dealing with tight deadlines
Relationship-building skills with a commitment to establishing long-term client relationships
Ability to leverage technology to enhance client experiences
Ability to think critically and use sound judgment when serving clients

What are the preferred qualifications for a Mailroom Representative?

Post-secondary education
Proven ability to put the client first
Strong verbal and written communication skills
Effective time management skills
Goal oriented at an individual and team level

What is #lifeatIPC?

Awesome support in providing industry-leading training to help you succeed in your role
Awesome community involvement opportunities through IPC Cares
Awesome perks: benefits that fit your needs, pension, share purchase plan, corporate discount plans, social events, summer hours, and fun
Awesome recognition: kudos, all-star program, rising star, and the circle of excellence
Awesome Leadership teams that know your name

If you continue in the selection process, please notify us of any particular accommodation you might require. Any information you send us will be treated with complete confidence.

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