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.

All applicants are welcome, and we expressly encourage applicants to apply who identify as women, persons with visible and invisible disabilities (including physical, mental, sensory, learning impairment, etc.), Indigenous Peoples (including First Nations, Metis and Inuit), 2SLGBTQ+ and/or racialized persons. At CWB we believe that inclusion has power, and we’re always looking for unique perspectives to add to our teams. We have a culture that thrives on idea-sharing, collaboration, respect, caring and camaraderie. If you have a voice to add to the conversation, we’d love you to apply. All applicants are considered as part of an equitable and fair selection process.

The opportunity

Our Corporate Services Team is seeking a highly motivated individual, who is client focused and detail oriented. The Mailroom Clerk and Receptionistwill 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.

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 communication skills and confidence to liaise with all levels of the organization as well as external suppliers/customers.

• Ability to make independent decisions and resolve challenges.

• Make decisions guided by common sense and sound business judgement.

• Excellent attention to detail and problem-solving skills.

• Strong organizational and analytical skills.

• Excellent written and verbal communication skills.

Why work with us?  

Your success is our obsession! And our award-winning culture & benefits back it up. 
 
Proudly recognized by Great Place to Work® in 2023 as one of Canada’s top 50 Best Workplaces & recipient of Waterstone Human Capital’s Most Admired Corporate Culture 2023.  

Wellness matters. We offer an award-winning benefits package that includes: 

• Hybrid work environments 
• Everyday flexibility 
• Generous company-funded health coverage 
• Health care spending account 
• A flexible wellness program 
• generous time-away options to unplug, rest & recover  

Career development. We commit to our employees’ development and help them reach their professional goals with: 

• Organization wide coaching services 
• Mentorship 
• Education support & training programs  

Bring your whole self to work. Inclusion is a journey requiring practice & experience to result in a powerful outcome. Your perspective matters & voice will be heard. Find community within the CWB family in our employee represented groups.  

#LI-SA1 

IND-SA

The primary role of the Administrative Receptionist is to ensure a positive first impression of CWB Financial Group.  Key responsibilities are to provide a professional and friendly front line reception experience to colleagues and guests over the phone and in person

The Administrative Receptionist will perform a variety of administrative duties, maintain databases and records, and will maintain positive relationships with the executive and staff, members of the Board, clients and third-party vendors.

Areas of focus

Reception:

• Greet and welcome guests in a friendly and professional manner.

• Manage incoming calls, triage inquiries, and transfer calls efficiently.

• Respond to client inquiries and handle complaints following established procedures.

• Manage meeting room bookings and maintain a tidy, organized reception area.

• Ensure availability of informational materials and refreshments for visitors.

• Train and supervise relief reception staff as needed.

Mail & Courier Support:

• Receive, sort, and distribute incoming and outgoing mail and couriers.

• Manage postage allocation and postage meter funds.

• Process shipping labels and manage fax communications.

• Track, scan, and arrange registered mail deliveries.

Administrative Support:

• Order and maintain office and kitchen supplies, ensuring stock levels are met.

• Process invoices and prepare payment instructions for Accounts Payable.

• Coordinate building and maintenance issues with Property Management.

• Update employee contact information and maintain access card inventory.

• Assist with office-related administrative tasks, such as meeting arrangements, document scanning, and filing.

• Participate in office committees and project teams as required.

Qualifications

• High School Diploma required; post-secondary education is a plus.

• Minimum 1 year of administrative experience, preferably with multiple phone lines and invoice processing.

• Proficiency in MS Office (Excel, Outlook, Word).

Skills & Competencies:

• Strong communication skills (verbal and written), with a polished, professional telephone manner.

• Excellent time management, organization, and multitasking abilities.

• Ability to work independently and make decisions with minimal supervision.

• Friendly, customer-focused attitude with the ability to handle high-pressure situations calmly.

• High attention to detail and strong problem-solving skills.

• Ability to handle sensitive and confidential information with discretion.

Working Conditions:

• Primarily office-based; ability to sit for extended periods.

• Occasional fluctuations in workload, requiring flexibility to meet deadlines.

Key Relationships:

• Internal: CWBFG employees, including senior executives.

• External: Clients and third-party vendors.

Impact:

• Individual contributor with no direct reports or signing authority.

• Works independently within established policies and procedures, exercising judgment as needed.

Why work with us?

Your success is our obsession! And our award-winning culture & benefits back it up.

Proudly recognized by Great Place to Work® in 2024 as one of Canada’s top 50 Best Workplaces & member of Waterstone Human Capital’s Most Admired Corporate CulturesTM Hall of Fame.

Wellness matters.

Career development. We commit to our employees’ development and help them reach their professional goals with:

• Organization wide coaching services

• Mentorship

• Education support & training programs

Bring your whole self to work. Inclusion is a journey requiring practice & experience to result in a powerful outcome. Your perspective matters & voice will be heard. Find community within the CWB family in our employee represented groups.

#LI-AL1

IND-AL

The Operations Analyst is a is primarily responsible for the day-to-day maintenance and the accuracy of client accounts for trading within the portfolio management systems & client reporting.

Key deliverables

Operations. Data management. Collaboration Optimization.

• Primary operational contact for teams directly servicing & supporting clients.

• Execute operational activities ensuring internal control structures and oversight are in place for data integrity.

• Implement reconciliations as an operational control of processes, audit requirements and data integrity.

• Action data, error, and troubleshooting investigations through to resolution. Ensure that solutions that are put in place to mitigate future occurrences are executed on.

• Collaborate to ensure client data issues are identified and addressed in a timely manner.

• Test data throughout vendor system changes and ensure the client impact is fully documented.

• Create and keep standard operating procedures up to date.

• Collaborate with the PM’s & Client Service Managers to ensure we are addressing client data concerns

• Generate store quarterly client reports, year end tax packages (quarterly & annually) and additional reports upon request.

• Update procedures and develop new ones for optimal client experience from a data access and accuracy standpoint.

• Troubleshoot, data output and reporting deficiencies and errors.

• Be a super user for all applications to be able to provide training and support to new and current operations team members.

• Support with various projects to ensure overall success of operations.

Successful incumbent

Client centric focus. Support the delivery of outstanding client experiences at every interaction and execute on plans to continuously build the client experience, in line with CWB’s brand promise.

Data skilled & analytically savvy. Demonstrated comfort with the effective & efficient optimization of data & relationships while practicing proactive data management in a highly focused environment.

Collaborative. Demonstrated ability to build and maintain effective relationships to accomplish both individual and team goals aligned with the strategic direction of CWB.

Optimizer. Commitment to working within and contributing to continuous improvement of defined processes & service delivery.

Organizer & time management expert. You have the knack to effectively manage several priorities simultaneously in a high volume, fast paced, team-oriented environment with a keen eye for accurate details.

Problem solving. You approach work with a sense of wonder, learning how to adapt and solve problems utilizing your analytical and reasoning skills – making sound decisions, relying on your confidence to assess complex scenarios.

A true #tealmate. Live & champion CWB values. Represent the CWB Brand with honour and integrity, embodying our culture in a way that prioritizes collaboration and respects individuality. Respect the code: OneCWB Growing Together.

Core knowledge requirements

• Post Secondary degree in accounting, finance or business – equivalent experience considered.

• Canadian Securities Course completion or equivalent would be an asset.

Demonstrated experience

• Three plus years experience in wealth management or the investment industry.