Document Specialist

2 weeks ago

Toronto, Canada Scotiabank Full time

Requisition ID: 193054

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

The Document Specialist’s primary responsibility is to plan, coordinate and retrieve Domestic Bank documents and vouchers from a variety of external sources as a result of requests received from external third parties.

The Document Specialist will require an excellent knowledge of Bank processes and procedures with regard to the storage and retention and a thorough understanding of Bank documents and vouchers as well as highly developed communication and organization skills to execute and prepare detailed and complete packages of information.

**Is this role right for you? In this role you will**:

- Ensure the completeness and accuracy of the documentation provided to a variety of internal and third party requestors by:

- Self-assigning requests for documentation received from a variety of sources daily;
- Ensuring there is a complete understanding of the requirements of the order, clarifying as required with the requestor; escalating to supervisor if a requirement is unusual or unfamiliar
- Document and track procedures and steps in a systematic and organized way:

- Input folder notes in case file for larger files to assist with control of receipt and disbursement of documentation;
- Preparing correspondence that includes a cover letter for all completed orders, preparing an affidavit and certifying copies as required;
- Preparing invoices for orders where there is an opportunity for cost recovery;
- Ensuring the documentation provided adheres to the privacy requirements
- Contribute to the overall effectiveness and efficiency of the Department by:

- Recording time spent on each type of file worked in Content Manager;
- Recommending changes to existing document retrieval processes to enhance performance;
- Assisting in identifying and documenting new processes as they arise.
- Sorting and distributing the mail, ordering supplies.
- Ensure that customer service provided is of the highest quality by:

- Assessing the requests to ensure the retrieval timelines provided in the orders can be achieved;
- Negotiating with internal or external customer in advance if there is a problem with the suggested timelines;
- Escalating to the Supervisor of any timeline concerns with cases/requests
- Negotiate with the requestor to review statements and only request supporting documents as it relates to the case/investigation. Assist the Department in identifying potential efficiencies and maintaining costs by:

- Reviewing each request, to ensure only necessary supporting documents are being requested to limit the costs associated;
- Ensuring invoices are completed for requests where cost recovery is possible;
- Ensure the confidentiality and privacy of information is maintained at all times, as per the Bank’s guidelines

**Do you have the skills that will enable you to succeed in this role? We'd love to work with you if you have**:

- High School education and/or minimum 2+ years of relevant work experience
- Thorough knowledge of communication skills; verbal, written and electronic
- Working knowledge of the Bank’s systems (CIS, AS400,IRIS, Content Manager, Web IR, Intralink)
- Thorough knowledge of the Bank’s process for storage/retention of vouchers/documents
- Thorough knowledge of the Bank’s retail and small business products and services.
- Thorough knowledge of the Bank’s Privacy & Confidentially Agreement.
- Ability to gather, analyze, organize, document and present large volumes of information in a succinct and organized manner.

**Some more information you might want to know**:
Communication
- Excellent communication and relationship building skills as the position requires the ability to create and maintain ongoing interaction and relationship with the following key areas: Retail Branches, Global Anti Money Laundering, Central Mortgage Unit, Legal & Litigation Department, Business Service Centre, Ask Operations, Corporate Security, Scotia Dealer Advantage, Scotia Capital Inc, Global Security Office & Retail Service Centre, as well as Third Party requestors

Accuracy and Thoroughness
- The incumbent is expected to complete all request accurately and thoroughly by only providing information and documents that have been requested by the Third Party.
- You will set in place procedures and/ or work process in order to facilitate accurate work and to ensure high quality output.

Decision Making
- Decisions and direction are made based on known parameters and by drawing on experience.
- You will make decisions in a timely manner that does not involve significant risk to the bank.
- Required to influence internal partners, not having direct authority, to obtain required documents and information in a timely manner.

Efficiency
- The incumbent is expected to work independently with limited supervision.
- The incumbent completes daily responsibilities with available resources an

  • Documentation Specialist

    1 month ago

    Toronto, Canada Northwest Healthcare Properties REIT Full time

    Position Description: Reporting to the Manager, Documentation Services, the Documentation Services Specialist is responsible for drafting, negotiating, and administering leasing related documents for the Canadian (and if required, the USA) portfolio of properties and for providing support to the mem

  • Document Control Specialist

    2 months ago

    Toronto, Canada Atlantis IT group Full time

    **Document Control Specialist** **Toronto,ON REMOTE** **Contract** **Responsibilities**: Document Control Specialist for medical devices is responsible for managing and maintaining all documentation related to the development, design, and production of medical devices. This includes creating and updating documents such as design control plans, design...

  • Document Control Specialist

    2 months ago

    Toronto, Canada RYTE Corporation Full time

    **_Are you a skilled and experienced document controller, confident in your ability to oversee document management and engage with a global team?_**_ RYTE, a breakthrough Artificial Intelligence health tech company is looking for someone like you to be their "Document Control Specialist". Working at the downtown Toronto headquarters, this individual will...

  • Document Specialist, Judicial Document Services

    2 weeks ago

    Toronto, Canada Scotiabank Full time

    Requisition ID: 194053 Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture. This is a permanent full-time role. Document Specialist contributes to the overall success of the Judicial Document Services / Corporate Security/Legal & Corporate Affairs in Canada, ensuring specific individual goals, plans,...

  • Document /graphics Specialist

    2 months ago

    Toronto, Canada WSP Full time

    The Documentation Specialist will play a vital role in our organization, working closely with various project managers to manage documents throughout each project lifecycle and to ensure AODA compliance for posting online.

  • Document Control Specialist

    2 months ago

    Toronto, Canada Atlantis IT group Full time

    **ROLE - Document Control Specialist** **LOCTION - Ontario, Canada,REMOTE** **Contract** **JD**: Document Control Specialist for medical devices is responsible for managing and maintaining all documentation related to the development, design, and production of medical devices. This includes creating and updating documents such as design control plans,...

  • Document Specialist

    2 months ago

    Toronto, Canada McCarthy Tetrault Full time

    **Job Description**: - At McCarthy Tétrault, we offer challenging and rewarding career opportunities and are delighted to have been selected for the elevent consecutive year in 2023 as one of - _Canada’s Top 100 Employers_ and one of - _Canada’s Best Diversity Employers_. Our culture is built on professional excellence, collaboration, innovation,...

  • Documentation Specialist

    2 months ago

    Toronto, Canada Northwest Healthcare Properties REIT Full time

    Position Description: Reporting to the Manager, Documentation Services, the Documentation Services Specialist is responsible for drafting, negotiating, and administering leasing related documents for the Canadian (and if required, the USA) portfolio of properties and for providing support to the members of the leasing team. The ability to draft complex...

  • Documentation Specialist

    2 months ago

    Toronto, Canada Northwest Healthcare Properties REIT Full time

    Position Description: Reporting to the Manager, Documentation Services, the Documentation Services Specialist is responsible for drafting, negotiating, and administering leasing related documents for the Canadian (and if required, the USA) portfolio of properties and for providing support to the members of the leasing team. The ability to draft complex...

  • Documentation Specialist

    1 month ago

    Toronto, Canada Northwest Healthcare Properties REIT Full time

    Position Description: Reporting to the Manager, Documentation Services, the Documentation Services Specialist is responsible for drafting, negotiating, and administering leasing related documents for the Canadian (and if required, the USA) portfolio of properties and for providing support to the members of the leasing team. The ability to draft complex...

  • Documentation Specialist

    2 months ago

    Toronto, Canada Northwest Healthcare Properties REIT Full time

    Position Description: Reporting to the Manager, Documentation Services, the Documentation Services Specialist is responsible for drafting, negotiating, and administering leasing related documents for the Canadian (and if required, the USA) portfolio of properties and for providing support to the members of the leasing team. The ability to draft complex...

  • Document Specialist

    2 months ago

    Toronto, ON, Canada Options Consulting Solutions Full time

    DOCUMENT SPECIALIST FULL-TIME Are you someone who has exceptional MS Office skills? Our client is a world-renowned leader in their industry who has an approach to mentoring and training that is second-to-none, with great emphasis being placed on providing amazing growth opportunities to their employees. Immediate benefits, pension, wellness and education...

  • Lease Documentation Specialist

    7 days ago

    Toronto, Canada Cushman & Wakefield Full time

    **Job Title** Lease Documentation Specialist **Job Description Summary** Cushman & Wakefield’s Global Occupier Services (GOS) creates, optimizes and protects value by providing strategic real estate solutions through a single platform. Our multi-disciplined professionals develop unique programs for each client and treat each real estate portfolio...

  • Documentation Specialist

    2 weeks ago

    Toronto, Canada BMO Financial Group Full time

    100 King Street West Toronto Ontario,M5X 1A1 **The Documentation Specialist **will support all sales forces in the maintenance of treasury accounts and services. Directly impacts the bank’s ability to meet/manage risk and regulatory requirements through the timely preparation, review and analysis of treasury management agreements and deposit account...

  • Documentation Specialist

    2 months ago

    Toronto, Canada Northwest Healthcare Properties REIT Full time

    Position Description: Reporting to the Manager, Documentation Services, the Documentation Services Specialist is responsible for drafting, negotiating, and administering leasing related documents for the Canadian (and if required, the USA) portfolio of properties and for providing support to the members of the leasing team. The ability to draft complex...

  • Documentation Specialist

    1 month ago

    Toronto, Canada Northwest Healthcare Properties REIT Full time

    Position Description:Reporting to the Manager, Documentation Services, the Documentation Services Specialist is responsible for drafting, negotiating, and administering leasing related documents for the Canadian (and if required, the USA) portfolio of properties and for providing support to the members of the leasing team. The ability to draft complex...

  • Documentation Specialist

    2 months ago

    Toronto, Canada Northwest Healthcare Properties REIT Full time

    Position Description:Reporting to the Manager, Documentation Services, the Documentation Services Specialist is responsible for drafting, negotiating, and administering leasing related documents for the Canadian (and if required, the USA) portfolio of properties and for providing support to the members of the leasing team. The ability to draft complex...

  • Documentation Specialist

    2 months ago

    Toronto, Canada Northwest Healthcare Properties REIT Full time

    Position Description:Reporting to the Manager, Documentation Services, the Documentation Services Specialist is responsible for drafting, negotiating, and administering leasing related documents for the Canadian (and if required, the USA) portfolio of properties and for providing support to the members of the leasing team. The ability to draft complex...

  • Legal Document Specialist

    2 months ago

    Toronto, Canada Options Consulting Solutions Full time

    DOCUMENT SPECIALIST FULL-TIME Toronto- Hybrid Are you someone who has exceptional MS Office skills? Are you interested in learning new technologies? Are you comfortable and confident in working independently? The Company Our client is a world-renowned leader in their industry who has an approach to

  • Document Control Specialist

    2 months ago

    Toronto, Canada CAD Industries Ferroviaires Full time

    **Document Control Specialist** **Company Summary**: Cad Rail Industries Ltd was founded in 1968 headquartered in Montreal. We take pride on being North America’s leader of full-service solutions in the freight, passenger and commuter rail industries in Canada, the United States and offshore. Cad Rail has other facilities in Calgary, Lethbridge (under...