Documentation Administrator

Company Profile

Home Trust is Canada’s leading alternative mortgage lender, employing nearly 1,000 people in our Toronto headquarters and branches across the country. Our vision is to be Canada’s market leader in alternative-based financial services solutions. Building on the strength of our core residential mortgage lending business, the Company and its affiliates also offer complementary lending services and competitive deposit investment products through Oaken Financial and Home Bank. Our culture has been shaped by the passion and integrity of our people, and we are guided by our mission and belief that every Canadian deserves a home and the opportunity to prosper. Home Trust is a wholly-owned subsidiary of Home Capital Group, which trades on the TSX under the symbol HCG.

The Operations team manages the administration of business practices to create the highest level of efficiency possible within the organization. The group is concerned with delivering the products and services as efficiently as possible to maximize profit. The Operations team oversees people, equipment, technology, information and all other required resources in the delivery products and services. It is also responsible for driving operational excellence and supporting key business objectives while fostering a culture of respect, trust and integrity.

Position Responsibilities

Compliance & Risk Management (15%)

Acts in accordance with Home Trust’s core values, Code of Conduct and all internal policies and standards; engages in the highest standard of business conduct and ethics
Understands the regulatory and compliance requirements applicable to one’s scope of responsibility
Ensure that incoming mail is processed in compliance with company policies, procedures, and customer service standards
Ensure that cheques are scanned, logged and deposited in accordance with AML and fraud prevention guidelines
Model Home Trust’s core value, code of conduct and all internal policies and standards
Maintain privacy protocols per high standards of the mailroom practices, for employees and customers
Escalate issues to the Senior Manager in a timely matter

Processing & Customer Service (75%)

Documentation Administrators will perform the following functions and may be asked to assist with other assignments:
Sort, scan, validate and index a high volume of incoming mail and faxes efficiently and accurately to be routed electronically to the appropriate departments for processing
Log and/or scan and index cheques in accordance with procedures
Reconcile and complete cheque deposits, incl. performing daily bank run
Maintain scanner device health
Capture electronic signatures for all logged and delivered mtg./visa cheques
Box all scanned documents, complete the contents listing, label, and send offsite (the weight of a box is approx. 25lbs)
Organize, prep, and scan all mortgages, ELVs, deposits and other documents into scanning document software
Retrieving of requested files and delivering to the mailroom to be logged for pick up
Identify and recommend methods to improve operating efficiency and service
Assist in maintenance of existing filing system and file vaults
Ensure all mortgage files and trailing documents are properly disposed of after the retention period has been reached
Assist reception and the mailroom with various tasks when required

Service Excellence (10%)

Identify and recommend methods to improve operating efficiency and service
Participate in team meetings
Provide the highest level of service and support to the Toronto office, as well as clients and guests
Formal Education
Post secondary degree or diploma required (University degree preferred) in Finance, Business or equivalent
Certification(s)/Designation(s) preferred
Related Experience
- Post-secondary degree or diploma in related area
- Minimum 1 year related experience

**Skills**:

- Solution-focused and takes initiative to work effectively within established guidelines
- Strong organizational, time-management and attention to detail
- Strong customer service, interpersonal relationship building and listening skills
- Proven ability to work both independently and collaboratively within a team environment
- Excellent written / verbal communication and professional maturity
- Able to multi-task and flourish in a fast-paced, deadline-driven work environment
- Good knowledge of MS Office

**Skills**:Position Complexities
Bilingualism an asset
Some work beyond standard hours
Acknowledgement

All employees of Home Capital Group Inc. must comply with all applicable Home Capital Group Inc, Home Trust Company, and specific Line of Business policies, standards, guidelines and controls. Additionally, all employees are obligated to become familiar with Home’s risk management framework and understand the operational risk management requirements within their specific business. Employees are also expected to understand and comply with the Company’s Code of Business Conduct & Ethics