Administrator, Mortgages

Job Summary

An Administrator’s primary responsibility is account administration through the processing of various client based financial and non-financial transactions, adhering to required timelines and priorities. An Administrator is required to work as part of a team to support the building of strong relationships, by ensuring all documents and transactions are completed with a high level of accuracy and clarity in accordance with Olympia guidelines.

Duties and Responsibilities

• Uphold the division and Olympia’s reputation and values, while promoting our motto “With Us, It’s Personal” in all interactions with employees, clients, and business associates.
• Maintain complete client files and ensure documentation is in good order.
• Ensure all documentation follows internal and external audit and regulatory requirements.
• Timely review of documents to confirm accuracy, account openings, purchases, and client updates as well as transactions, distributions, sells, and any other special transactions.
• Escalate transactions as necessary to other team members.
• Remain up to date on all Olympia products, services, legislative requirements.
• Ensure the efficiency of business processes, policies and procedures, to deliver on client commitments with speed and quality.
• Organize and assist with the training of any new and existing team members.
• Actively participate in projects and team meetings.
• Owns the execution of day-to-day operational activities to maintain effective and efficient service.
• Flexible to perform various assigned tasks as requested by management and executives.

Competencies

• Connection - We build long-term relationships by collaborating with our clients and industry participants.
• Accountability - We are a trusted business partner operating with transparency and integrity.
• Innovation - We leverage technology to continuously improve how we serve our customers.
• Demonstrates flexibility and resilience in response to constraints, failures, and adversity and adjusts priorities to multiple demands and unanticipated events.
• Proven ability to work in a fast-paced, dynamic environment, while delivering on tasks.
• Displays and fosters integrity and honesty through the promotion of mutual trust and respect, demonstrates and fosters high moral standards, and treats others fairly and ethically.
• Possesses excellent organization, high attention to detail and time management skills with the aptitude to establish priorities.
• Must have the ability to maintain professionalism in all situations.

Formal education and experience

• High school Diploma is required.
• Post-Secondary education in Business Administration, Management, Economics or related field of study is an asset.
• 0 - 3 Years of Financial or Investment Industry experience is an asset.
• 0 - 3 Years of previous Administration experience is an asset.
• 0 - 3 Years of previous Customer Service is an asset.

Specialized skills or knowledge

• Requires a thorough understanding of the Anti‐Money Laundering (AML) policies and procedures.
• Intermediate level with Outlook and Microsoft Office products and internet application.
• Maintain a processing accuracy of 95% or higher.
• Strong communication skills to liaise with customers and team.
• Entry level understanding of how the Registered Plans & TFSA Division operates.
• Successful completion of a Criminal Background check is required.
• Bilingual in French and English communication both written and spoken is an asset

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