Administrator, Document Control

What's in it for you as an employee of QFG?

• Health & wellbeing resources and programs
• Paid vacation, personal, and sick days for work-life balance
• Competitive compensation and benefits packages
• Career growth and development opportunities
• Opportunities to contribute to community causes
• Work with diverse team members in an inclusive and collaborative environment

This job posting is for an existing vacancy

We're looking for our next Document Control Administrator. Could It Be You?

The Document Control Administrator ensures the integrity, accuracy, and secure routing of all physical and digital client account documentation. This role is responsible for verifying that client deposits comply with registered and non-registered account requirements. By managing the end-to-end lifecycle of accounts—from onboarding setup to account management - this position directly supports seamless processing and back-office operational efficiency.

Need more details? Keep reading…

The Document Control Administrator will be responsible for ensuring the integrity, accuracy, and proper routing of all incoming client cheques. The admin will verify all payments match the requirements of various registered and non-registered account types, ensuring seamless processing. for the proper administration of documents to ensure accounts are correctly funneling through the different stages of account life cycle. This will start with sorting, processing and storing account documents of new accounts and end with the eventual placement and management of documentation/information of closed accounts.

The responsibilities of the Document Control Administrator are as follows:

• Review account documents for completion and accuracy
• Process client requests from a range of brokerage operations queues
• Sort and organize paper-based client account documentation received via mail
• Scan physical paper documents into electronic format and identify the correct teams to receive the digital documents
• Review and process all client deposits (cheques, drafts etc.)
• Ensure client deposits are compliant with provincial and federal laws
• Connect with back-office teams to attain correct information to process client deposits and digital documents
• Deliver all deposits through the cheque scanner or branch
• Handle all incoming and outgoing mail
• Sort and organize paper-based client account documentation received via mail
• Filing and retrieving documentation as required
• Coordinate mail delivery for different lines of business
• Accurately maintain all daily logs
• Prepare and review daily closed account reports
• Locate and prepare closed account documents for long-term storage and eventual destruction
• Other ad hoc responsibilities as assigned

So are YOU our next Document Control Administrator? You are if you…

• 1+ years of relevant work experience preferred, asset in the financial services industry
• Experience working in operations is an asset
• Analytical and/or reconciliation skills and experience is an asset
• Knowledge of G-Suite is preferred, especially Google Sheets
• Excellent communication skills
• Positive attitude and strong client orientation
• Strong organizational and multitasking capabilities
• High level of attention to detail
• Ability to work independently in a fast-paced environment
• Completion of the CSC, CPH and related courses is an asset
• Experience using Broadridge BPS is an asset and preferred
• Curiosity to learn and understand why and how
• Ability to collaborate effectively as a team player

Additional kudos if you have Professional Development Recommendations

• Canadian Securities Course (CSC)
• Code of Practices Handbook Course (CPH)

Compensation Information:

• Base salary range: $45,000 - $50,000
• The final compensation package will be commensurate with the successful candidate's experience, skills, and geographic location (Canada). It includes a comprehensive benefits plan and a competitive incentive (bonus) program for Full-Time Permanent roles.

Sounds like you? Click below to apply!

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