Mailroom Representative

2 weeks ago

Mississauga, Ontario, Canada Investment Planning Counsel Full time

Mailroom Representative Job Description

We are seeking a highly organized and detail-oriented Mailroom Representative to join our team at Investment Planning Counsel. As a Mailroom Representative, you will be responsible for sorting and distributing daily incoming mail, faxes, and couriers, as well as preparing outgoing mail and couriers.

Key Responsibilities:

  • Process all incoming mail, courier, and faxes and ensure delivery to the proper persons and/or departments
  • 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

Requirements:

  • Ability to communicate clearly and concisely the goals and objectives of the organization to all stakeholders
  • 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

Preferred Qualifications:

  • 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

About #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

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