Administrative Assistant

Job Title: Operations Administrative Assistant

Department: Operations

Location: Waterloo, ON

Employment Type: Full-time permanent

Reports To: Supervisor, Operations

About Union Benefits

Union Benefits is a unique, purpose-driven organization dedicated to supporting the health, wellness, and financial well-being of union members, their families, and our own team. For more than 40 years, we've proudly lived our union values as a company fully owned by the trust funds we serve. Our trustee boards represent members' interests and are supported by our expert teams, ensuring people remain at the center of everything we do. We deliver innovative, at-cost pension and benefits solutions designed to truly put people first. Joining Union Benefits means becoming part of a collaborative, values-driven team that strengthens the financial security and well-being of thousands of Canadian workers every day.

About the Position

The Operations Administrative Assistant provides essential administrative and operational support to ensure the smooth, efficient day-to-day functioning of Union Benefits. This role plays an important role in maintaining accurate records, coordinating office logistics, and supporting operational workflows across departments. The successful candidate is highly organized, detail-oriented, service-focused, and comfortable managing multiple priorities in a fast-paced, collaborative environment while handling sensitive and confidential information with care and professionalism. This position is fully in office 5 days per week.

What will you be doing?

• Answer the phone in a timely and professional manner and direct calls to the appropriate department/person
• Pick up incoming mail, open, sort and deliver sorted mail on a daily basis
• Prepare outgoing mail (collect, seal, stamp) and take outgoing mail to the post office before 5:00 pm
• Receive and prepare outgoing courier packages
• Maintain office equipment, including postage meter readings; call for repairs & maintenance
• Filing of sensitive client information and other internal records in support of multiple departments within the company
• Maintain inventory of office supplies and re-order as required (i.e., printer cartridges, paper, envelopes)
• Forward messages coming into the general email box to the appropriate department/person
• Work with the Union Local (client) office administration staff to support their efforts as they also provide support to their members
• At times, help with the entry/maintenance of benefit plan members' information using the proprietary database
• Process weekly Supplemental Employment Benefit (SUB) cheques and Optional Vacation Pay cheques when required
• Support the Operations team members during their Vacation or various times as required
• Perform data entry activity into the online remittance tool (DCT) and the WINUBPS system (proprietary database) as required
• Improve, develop, and maintain support systems and administrative practices within the operations department and/or other areas
• Work collaboratively with other departments to ensure issues are openly communicated and addressed in a timely fashion

What is going to help you be successful?

• Minimum of 2 years' experience in a client service role within an office environment
• Secondary School Diploma or equivalent
• Professional and pleasant telephone manner, with the ability to engage clients with empathy and patience
• Strong verbal and written communication skills
• Self-motivated with the ability to work independently, manage competing priorities, and adapt in a fast-paced environment
• Highly organized, with strong time-management and planning skills to ensure timely completion of daily tasks
• Confident problem-solver with persistence and sound judgment
• Demonstrated accuracy and attention to detail
• Proficient working knowledge of Microsoft Office (Outlook, Word, Excel)
• Willingness and ability to learn new processes, systems, and business concepts
• Collaborative team player with a positive attitude who works effectively across departments to support client needs

What's in it for you?

• Competitive salary within an expected range of: $40,000 to $45, 000
• Comprehensive group benefits, including health, dental, and LTD, 100% paid by Union Benefits
• Pension plan with 7.5% employer contributions matched to your 2.5%
• Three weeks of paid vacation annually
• A challenging, meaningful, and rewarding work environment
• Work alongside a caring, collaborative group of humans who genuinely want to make a positive impact.

What you should know about our Recruitment & Selection Process:

• This posting is for an existing vacancy within our organization.
• We do notuse artificial intelligence to screen, assess or select applicants.
• If you are selected for an interview, we will notify you within 45 calendar days of the date of your interview

At Union Benefits, we are dedicated to embodying the company values of Union, Nice, Excellent, Diligent, Trust, and Innovative in our everyday operations. We are committed to breaking down barriers and providing equal opportunities for all in employment. We are dedicated to working with applicants who require reasonable accommodation during the application process, ensuring that every candidate has the support they need to bring their best forward. To request accommodation, please reach out to , and rest assured that all information shared will be handled in accordance with applicable privacy laws and our company's policies.

Ready to make an impact?

Do you want to work with a team that takes its work seriously, but knows how to have fun doing it? Are you looking for an environment where you're valued, supported, and challenged to be your best? If so, we definitely want to hear from you Please send us your resume in Word, PDF, or Video formats to

We sincerely thank all applicants for their interest. Due to the high volume of applications we receive, only those selected for an interview will be contacted. If you don't hear from us, please don't be discouraged. Your experience may be a better fit for a future opportunity, and we would be delighted for you to apply again.

Posting Date: February 4, 2026

Application Deadline: Until filled

Job Type: Full-time

Pay: $40,000.00-$45,000.00 per year

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Tuition reimbursement
• Vision care

Work Location: In person