Mailroom Clerk and Receptionist

4 weeks ago

Edmonton, Canada CWB Financial Group Full time

At

CWB

, we strive to build value for the people who choose us every day: our people, our clients and our investors. We do this by:
- Putting people first and building relationships with intention- Seeking out and embracing new ideas- Believing that how we do things is as important as what we do

Role Specifications

Term role: 6-month position with possibility to extend.

Everyday flexibility. Collaborative connections.

In-office work environment

Location: Edmonton, AB
- For additional information, please contact the recruiter for a complete job description._

The opportunity

Our Corporate Services Team is seeking a highly motivated individual, who is client focused and detail oriented. The Mailroom Clerk and Receptionist will support and assume oversight over the Mailroom and Corporate Office Reception from a coverage perspective. The ability to handle multiple competing priorities will be key to success in this role. If you thrive in a high volume, fast paced, dynamic environment, please read on for more details.

Specific Accountabilities

Print Services- Process scheduled and on demand print/mail out projects through the operation of high-volume mail equipment such as folder/inserters, and postage machine.- Verify all printed material is printed and inserted correctly. Troubleshoot print files if necessary.- Perform quality checks to ensure accuracy and require output is to specifications prior to releasing to Canada Post; taking corrective action when necessary.- Deliver print/mail jobs within established timeframes. Maintain logs of all work submitted and completed. Produce electronic statement of mailing- Liaison with internal departments advising on available services and turnaround times.- Ensure equipment such as copiers, folder/inserter and postage machine are properly maintained. Troubleshoot issues and call for repair assistance when required. Includes replacing toner, locating paper jams, cleaning.- Ensure paper stock, envelopes, and other supplies and toners are adequately stocked.

Mail & Courier Support- Responsible for the sorting, collection, coordination, tracking and distribution/preparation of all incoming/outgoing mail, registered mail, deliveries, and local couriers.- Responsible for any incoming mail issues, including identification, resolution, escalation, referral, and any necessary follow up.- Collaborate with other internal departments and participate in project teams members to find mail/courier solutions and efficiencies.- Coordinate workflow within the team, including prioritizing jobs and delegating duties to team.- Ensure postage is charged to appropriate cost centres and provide any cost allocation by chargeback codes for postage.- Monitors postage and shipping supplies to predict when reorder levels will be reached.- Handle sensitive and/or confidential documents and information.- Identify all unknown documents in timely manner and create procedures to for future reference.- Manage and maintain Mailroom Operating Manual.

Administration- Ensure all authorized and approved Mailroom invoices are paid in a timely manner.- Receive invoices, validate to budget, and prepare payment coding instruction details for Accounts Payable, ensuring the proper signatory authorizations are obtained.- Charge expenses to appropriate cost centers by analyzing the invoices and reallocation of expenses for intercompany billings.- Communicate with vendors and intercompany departments regarding invoices, issues, and respond/resolve discrepancies- Create and maintain various spreadsheets for tracking and reporting purposes.- Verify and ensure accurate records of invoices are kept.- Maintain Business Continuity Plan.- Clearly document standards, processes and procedures for Mailroom and other areas as requested.- A part of this role is to provide backup support for Corporate Office and Wealth Management Reception Coverage

Skills and competencies that will take you further- Some post-secondary education and/or learning courses preferred.- Minimum 2 - 5 years of experience working in a mail/print position.- Experience with high-speed envelope inserting is an asset- Knowledge of Canada Post regulations and rates would be an asset.- Ability to operate and troubleshoot mailing and labeling equipment.- Knowledge of postage meters and operating various types of other office equipment.- Experience processing invoice and using COUPA is an asset.- Familiarity with Business Continuity would be an asset.- Supervisory experience.- Experience with Pitney Bowes Connect+3000 postage machine and Di950 folder inserter is an asset.- Advanced knowledge of MS Office (MS Excel and MS Outlook, in particular) Excel and Word.- Portray a team player and a “can do” attitude at all times.- Excellent time management skills and ability to multi-task and prioritise work- Ability to work independently, handle multiple tasks, set priorities and schedule; handle our fast-paced environment and meet deadlines- Strong commu

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