File Maintenance Clerk

2 weeks ago

Toronto, Canada OTT Financial Group Full time

OTT Financial Group is the parent organization of a group of financial services and investment companies. We leverage cutting-edge fintech innovations to bring excellent financial advice and best-in-class wealth management to our customers and business partners. Empowering 5,000+ merchants and hundreds of thousands of individual clients across Canada, we are the home to a wealth of expertise in forex and securities trading, mobile and cross-border payment, and investment fund management.

We are ambitious, results-focused, and forward-looking. At OTT, you’ll get numerous opportunities to learn and grow, alongside a cohort of talented people from diverse backgrounds and industries. Tackling business challenges in a collaborative and innovative environment, you’ll be encouraged to be your best self and make a meaningful impact.

We are looking for a full-time File Maintenance Clerk to join our team at our Toronto headquarters.

**Responsibilities**:

- Creating and updating files, creating file labels, and filing documentation in appropriate files;
- Communicate with personnel to resolve questions on document identification and indexing;
- Scanning files regularly to ensure their correct positions and to search for missing records;
- Destroy outdated files following protocol, or moving these to inactive storage, monitor inventory of files, paper clips etc. and report shortages;
- Enter paperwork into an electronic system either by data entry or by using optical scanners;
- Sort all papers alphabetically and according to content, dates, significance etc;
- Develop an efficient filing system to make updating and retrieving files easier;
- Handle incoming and outgoing mail;
- Updating inventory lists;
- Running errands.

**Requirements**:

- Ability to maintain confidential information;
- Minimum 6-month related experience in a scanning or related office environment;
- High School Diploma or suitable equivalent;
- Excellent written and verbal communication skills;
- Proficient with using photocopy and facsimile machines;
- Ability to read, comprehend, and follow documents such as safety rules, operating and maintenance instructions, and procedure manuals;
- Ability to work in a team environment and be a self-starter;
- Must have reliable transportation;
- Attention to details and accurate filing skills;
- Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel);
- Scheduling and organization skills are a must;
- Scanner knowledge a plus;
- Legal office experience helpful.

**Benefits**:
OTT Financial Group Provides:

- A comprehensive salary
- A good group-benefit package with medical, dental, and vision coverage
- A dynamic, collaborative, progressive, and high-performing team
- A variety of opportunities for personal growth
- Learning & development stipend.

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