All jobs within 50 km around Coquitlam in Administrative Jobs

Main Purpose and Function

The After-Hours Public Works Dispatcher performs a large variety of complex clerical work including: Public work call handling; dispatching of crews and equipment; responding to regular after-hours public works emergency calls; access control, directing visitors to their destination; utilizing a call/work management system (Hansen) for recording calls, work history, dispatching and calling out work crews, and data entry including payroll time entry.

The After-Hours Public Works Dispatcher performs their duties with relatively little supervision and is required to make decisions based on knowledge of departmental and City policies and procedures.

The successful candidates must have a large degree of flexibility to meet operational requirements which are 24 hours a day, 7 days a week, including ability to work overnight shifts, weekends and statutory holidays on a pre-scheduled and short-notice basis. The shifts are based on an 8-hour work day and may include 7:00am - 3:00pm, 3:00pm - 11:00pm, or 11:00pm - 7:00am.

Specific Duties and Responsibilities

• Researching and providing complex and accurate utility information from utility maps, external utility companies, GIS, VanMap and Hansen to crews and the public upon request.
• Monitoring, reporting and responding to water, sewer, intrusion, fire and other system alarms.
• Maintaining and updating computer and manual record systems.
• Answering the phone and dispatching crews.
• Performing SAP data entry for payroll time entry, costs and billing.
• Providing liaison from mobile users to branch offices, City Hall and other public agencies as required. Assist Police, Fire and related departments under emergency conditions.
• Dealing extensively with staff and the public.
• Word processing, spreadsheet and database duties as required.
• Creating and maintaining office files.
• Performing other related work as required.

Qualifications

Education and Experience:

• Completion of Grade 12, including or supplemented by courses in mapping software, MS Office programs and other standard software courses, or an equivalent combination of education and experience.
• Considerable related clerical experience working with computerized record keeping systems, as well as excellent numerical skills with good attention to detail, effective keyboarding and accurate data entry ability.
• Preference will be given to candidates with prior public works dispatch and operator experience 

Knowledge, Skills and Abilities:

• Considerable knowledge of applications such as MS Word, Access and Excel are required.
• Knowledge of OMS, VanMap, ENGIS, SIS, Hansen and SAP or equivalent programs are preferred
• Good organizational skills to handle a heavy workload, and demonstrated ability to handle volume with deadlines, frequent interruptions and changing priorities.
• Demonstrated problem solving skills, and excellent interpersonal and communication skills are essential.
• Some experience in doing payroll time entry, accounts payable and activity allocations in SAP;
• Experience in using and operating a maintenance/asset management systems such as Hansen and a sound knowledge of underground utilities and knowledge of operational work for street maintenance and traffic crews and underground and overhead utility crews.
• Ability to remain motivated working alone.
• Good attendance is of operational importance.

Record Checks:

• A Police Record Check is a requirement of the position. A clearance requires the absence of any criminal charges or convictions related to this position.

Business Unit/Department: Engineering Services (1300)

Affiliation: CUPE 15 Non Pks 

Employment Type: Auxiliary/Casual 

Position Start Date: May 2024  

Number of Positions Available: multiple

Salary Information: Pay Grade GR-017: $31.66 to $37.20 per hour

Application Close: April 5, 2024

Contributes to the overall success of the ScotiaMcLeod Western Region in Canada ensuring specific individual goals, plans, initiatives are executed / delivered in support of the team’s business strategies and objectives.  Ensures all activities conducted are in compliance with governing regulations, internal policies and procedures. The primary objective of the position is to support both the Regional Manager Administration and Regional Director on regional projects, initiatives, and operations.

IS THIS ROLE RIGHT FOR YOU:

In this role you will:

• Champion a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
• Support the Regional Director and Regional Manager Administration by acting as a point of contact and subject matter expert on new initiatives:
  • Lead and support new ScotiaMcLeod initiatives and support change management processes within the region
  • Create and lead new campaigns within the region
  • Acts as point of contact for branch management teams with questions on new policies and initiatives
  • Work with head office partners on addressing questions or concerns from the field
• Support branch management teams in ensuring a high level of success is achieved through effective operations and administrative efficiencies 
• Act as a liaison between branches and head office, and support departments to ensure efficient resolution to all issues 
• Act as delegate of Regional Director on regional compliance and policy approvals
• Provide back up to support to both Regional Manager Administration as needed
• Build effective working relationships across the branch management teams and with various business line departments 
• Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.
• Actively pursue effective and efficient operations of his/her respective areas in accordance with Scotiabank’s Values, its Code of Conduct and the Global Sales Principles, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational, compliance, AML/ATF/sanctions and conduct risk. 
• Champion a high-performance environment and contribute to an inclusive work environment. 

DO YOU HAVE THE SKILLS

We would love to work with you if you have:

• CIRO Investment Representative licensing required
• Strong relationship development skills
• Excellent written and verbal communication skills
• Skilled at both time management and multi-tasking
• Enthusiastic upbeat personality is essential
• In-depth industry knowledge 

WHAT'S IN IT FOR YOU:

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers.  
• An organization committed to making a difference in our communities– for you and our clients. 
• An inclusive working environment that encourages creativity, curiosity and celebrates success.  
• Learning and Development – free access to Scotia Academy to upskill and develop your skills 

Job Duties include
Review, evaluate and implement new administrative procedures.
Establish work priorities and ensure procedures are followed and deadlines are met.
Carry out administrative activities of establishment
Co-ordinate and plan for office services such as accommodation, relocation, equipment, supplies, forms, disposal of assets, parking, maintenance and security services.
Assist in the preparation of operating budget and maintain inventory and budgetary controls.
Assemble data and prepare periodic and special reports, manuals and correspondence.
Oversee and co-ordinate office administrative procedures Employment Requirements:
The position requires 1 years to less than 2 years experience.
Minimum High School and good communication skills in English language are required.
Ideal candidate should be Organized, have excellent written and oral communication skills and have effective interpersonal skills.
The working conditions and physical capabilities require work under pressure, tight deadlines and fast-paced environment.

Terms of Employment:
The candidates are expected to be available for work for day time. These are full time (40 hours per week) and permanent positions with a salary of $26.50/Hour. Employer will provide medical, dental and vision care benefits.

Anyone who can legally work in Canada can apply for this job. If you are not currently authorized to work in Canada, the employer will not consider your job application. Candidates who are willing to relocate from across Canada are encouraged to apply and will be helped with the relocation costs.

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply (along with your resume) through below mentioned details.

By Email:
[email protected]

By mail:
Unit 140 – 709 SE Marine Drive
Vancouver, BC
V5X 2T8

In-person:
Unit 140 – 709 SE Marine Drive
Vancouver, BC
V5X 2T8 Between 07:30 AM and 17:00 PM

What is the opportunity?

RBC Dominion Securities is Canada’s leading full-service investment and wealth management firm and is backed by Canada’s leading financial institution. We take pride in hiring and nurturing talented individuals who share our commitment to helping our clients build and preserve their wealth so they can achieve the goals that matter most to them.

The RBC Dominion Securities branch located in Vancouver on Thurlow is looking for an Administrative Assistant to provide administrative support to a successful Portfolio Management/advisory Team. The successful candidate should have administrative experience, exceptional communication skills, and have a focus on providing outstanding client service.

What will you do?

• Prepare account opening documentation
• Follow up on documentation with clients or back office as required
• Follow up on client trades to ensure proper settlement and delivery
• Maintain current knowledge of client accounts by reviewing daily activity online and on an applicable reports
• Maintain all pending plan transfers to ensure proper settlement and delivery
• Schedule portfolio reviews
• Prepare client review materials, correspondence and reports
• Utilize contact management system for daily task management and client record-keeping
• Assist in filing and preparing mailings such as seminars, newsletters and information packages.
• Conduct various administrative functions as required including the review of incoming mail and answering telephone calls.

What do you need to succeed?

Must-have

• Administrative experience
• Exceptional communication skills
• High attention to detail
• Ability to work under pressure meeting strict deadlines
• Experience using Microsoft Office
• Exceptional organizational skills

Nice-to-have

• Completion of the Canadian Securities Course (CSC) and Conduct & Practices Handbook (CPH) is an asset
• Financial industry knowledge
• Minimum 1-2 years Investment Industry experience
• Proficiency in Excel

What’s in it for you?

We thrive on the challenge to be our best, progressive thinking to keep growing, and working together to deliver trusted advice to help our clients thrive and communities prosper. We care about each other, reaching our potential, making a difference to our communities, and achieving success that is mutual.

• A comprehensive Total Rewards Program which include competitive compensation and flexible benefits
• Leaders who support your development through coaching and managing opportunities
• Ability to make a difference and lasting impact
• Work in a dynamic, collaborative, progressive, and high-performing team
• Opportunities to do challenging work
• Opportunities to building close relationships with clients

The expected base salary range for this particular position is $37,500 - $45,000 depending on your experience, skills, and registration status, market conditions and business needs.

You have the potential to earn considerably more through RBC’s robust discretionary bonus program which gives you an opportunity to increase your total compensation, provided the business meets its performance targets and you meet your individual goals.

RBC’s compensation philosophy and principles recognize the importance of a highly qualified global workforce and plays a critical role in attracting, engaging and retaining talent that:

• Drives RBC’s high-performance culture
• Enables collective achievement of our strategic goals
• Generates sustainable shareholder returns and above market shareholder value

Job Skills

Communication, Data Entry, Detail-Oriented, Email Services, Office Administration, Presentation Software, Spreadsheet Software, Teamwork, Time Management, Word Processing Software

Additional Job Details

745 THURLOW ST:VANCOUVER

VANCOUVER

Canada

37.5

Full time

Wealth Management

Regular

Salaried

2024-03-23

Main Purpose & Function

This position works within the Animal Services Department in a fast paced customer service oriented front line environment. The incumbent is responsible for dispatching Animal Control Officers in the field, operating a switchboard, communicating on a radio system and performing a wide variety of clerical duties. Employees of Animal Services operate under non-standard hours of work with established hours of 8:00am – 8:00pm, including weekends. An unrestricted availability to work within the non-standard hours of operation is highly desirable. 

Specific Duties & Responsibilities

Duties include: preparing and processing various forms and documents including dog license applications and renewals, investigative statements and reports, animal impound forms, adoption applications and all other documents related to the department’s administrative process. Process incoming office mail and emails. Attend front line customer service and reception including dispatch, operating a switchboard and responding to public inquiries regarding the Animal Control Bylaw and kennel processes. Attend incoming complaints and dispatch calls for the Animal Control Officers while practicing efficiency and diplomacy.  Check daily cash deposits and process all related documents and reports. Create and maintain office files for consistent and accurate data tracking. Perform duties with little supervision and make independent decisions based on knowledge of departmental and City Policies and Procedures. Work with various departments and agencies, both internally and externally, in the City of Vancouver.

Qualifications

• Completion of Grade 12 including or supplemented by related administrative and standard software courses, or an equivalent combination of training and experience.
• Knowledge of dog related issues including various dog breeds and kennel procedures is an asset.
• Knowledge of the Animal Control By-Law no. 9150 and the related prosecution process is an asset.
• Working knowledge of the geography of Vancouver including streets, parks and schools, is preferred,
• Working knowledge of Word, Excel and Outlook along with the ability to work with multiple programs simultaneously. 
• Previous exposure to Amanda, SAP, VanMap, Cisco and Lagan along with experience in the City’s accounting processes including deposits and time entry is preferred.
• Proven ability to multitask a high volume workload in a fast paced, high functioning administrative environment with frequent interruptions and shifting priorities.
• Demonstrates excellent communication skills to deal tactfully and effectively with the public, coworkers and supervisors.
• Experience in payment processing and balancing daily to an account session and float is an asset.
• Applicants are preferred to have considerable related clerical experience with computerized record keeping systems as well as excellent organizational skills, attention to detail, effective keyboarding and accurate data entry.

The City’s COVID-19 vaccination policy is currently suspended and as a result, vaccination against COVID-19 is not required at this time. However, should circumstances change and the City deem it necessary to re-introduce such policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible to continue performing your duties.

Business Unit/Department: Development, Buildings & Licensing (1250) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Auxiliary/Casual 

Salary Information: Pay Grade GR-015: $29.2 to $34.3 per hour

Application Close: March 7, 2024

As a cornerstone business within Scotia Wealth Management®, ScotiaMcLeod has earned a reputation for integrity based on service excellence and trusted investment advice. Our advisors and teams pride themselves on exploring innovative approaches to protecting and growing their clients' assets. 

When you join ScotiaMcLeod, you’ll be empowered to deliver Enriched Thinking®, a unique approach that incorporates your client’s thinking, as well as our thinking, to drive results. You’ll work with a team of specialists to deliver a client-centric approach to wealth management, enabling you to consider all the facets of your client’s life, family and business. With a focus on total wealth planning, and wealth specialists to help you deliver on this unique value proposition, you’ll be enabling clients to see not just the big picture, but all the little ones too.

INTRODUCTION:

Contributes to the overall success of the ScotiaMcLeod Western Region in Canada ensuring specific individual goals, plans, initiatives are executed / delivered in support of the team’s business strategies and objectives.  Ensures all activities conducted are in compliance with governing regulations, internal policies and procedures. The primary objective of the position is to support both the Regional Manager Administration and Regional Director on regional projects, initiatives, and operations.

IS THIS ROLE RIGHT FOR YOU:

In this role you will:

• Champion a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems and knowledge.
• Support the Regional Director and Regional Manager Administration by acting as a point of contact and subject matter expert on new initiatives:
  • Lead and support new ScotiaMcLeod initiatives and support change management processes within the region
  • Create and lead new campaigns within the region
  • Acts as point of contact for branch management teams with questions on new policies and initiatives
  • Work with head office partners on addressing questions or concerns from the field
• Support branch management teams in ensuring a high level of success is achieved through effective operations and administrative efficiencies 
• Act as a liaison between branches and head office, and support departments to ensure efficient resolution to all issues 
• Act as delegate of Regional Director on regional compliance and policy approvals
• Provide back up to support to both Regional Manager Administration as needed
• Build effective working relationships across the branch management teams and with various business line departments 
• Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions.
• Actively pursue effective and efficient operations of his/her respective areas in accordance with Scotiabank’s Values, its Code of Conduct and the Global Sales Principles, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational, compliance, AML/ATF/sanctions and conduct risk. 
• Champion a high-performance environment and contribute to an inclusive work environment. 

DO YOU HAVE THE SKILLS

We would love to work with you if you have:

• CIRO Investment Representative licensing required
• Strong relationship development skills
• Excellent written and verbal communication skills
• Skilled at both time management and multi-tasking
• Enthusiastic upbeat personality is essential
• In-depth industry knowledge 

WHAT'S IN IT FOR YOU:

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers.  
• An organization committed to making a difference in our communities– for you and our clients. 
• An inclusive working environment that encourages creativity, curiosity and celebrates success.  
• Learning and Development – free access to Scotia Academy to upskill and develop your skills

Main Purpose and Function

The Office Support Clerk III is responsible for administrative and clerical tasks for the Transportation Planning and Transportation Design branches, as well as Engineering Team Services at Crossroads. This includes, but is not limited to: onboarding, eSAFs, eCAFs, time entry, updating Project Management Framework documents, maintaining branch stats (Scorecard), formatting Council Reports, using SharePoint and obtaining concurrences, creating shopping carts, issuing change orders, processing of goods receipts and service entries, resolving invoice payment issues, calendar management for section heads, coordinating large external vendor meetings, booking travel and training for branch employees, assisting with records management filing and archiving as required and other responsibilities as assigned.

Specific Duties and Responsibilities

• Updates Project Management Framework documents.
• Maintains branch scorecards.
• Formats Council Reports, and obtains reports and concurrences in SharePoint.
• Provides end-user support for branch SharePoint pages.
• Utilizes organizational software, SAP, to provide administrative support to all Engineering branches in various ways such as Procurement to Payment (P2P) training, shopping carts, service entries, good receipts, orders and approves payments for suppliers. 
• Adheres to standards of the City’s Ethical Purchasing Policy as well as manage the supplies and ordering of goods in accordance to the P2P process.
• Resolves invoicing issues.
• Coordinates P-card reconciliation.
• Ensures printers are working and maintain the toner and paper supplies for the floor.
• Assists the branch section heads with their calendar management, including booking large meetings and/or travel/training trips.
• Initiates eSAFs and eCAFs as per direction from management, and forwards them to appropriate authority for approval.
• Supports the onboarding of new employees to the branches including IT and security accesses.
• Reviews and validates Time Entry reports, ensuring that they meet time entry standards and forwards for approval to Managers OR Reviews and validates Time Entry reports, ensuring that they meet time entry standards and forwards for approval to Managers.
• Uses the VanRIMS classification and retention schedule exclusively and serves as the branches Departmental Records Coordinator (DRC) for all VanDocs related issues.
• Retrieves information from paper, electronic or film based files; assisting in the scheduling and transferring of records off site and requesting file searches from external sources.
• Other administrative duties as required for Engineering Team Services.

Qualifications
Education and Experience:

• Completion of Grade 12 including or supplemented by commercial administration courses plus sound related experience, or an equivalent combination of training and experience. 
• Experience as a Departmental Records Coordinator is considered an asset.
   

Knowledge, Skills and Abilities:

• Considerable knowledge of modern office practices and procedures.
• Sound knowledge of departmental and other policies, regulations, rules, procedures and practices that relate to the position occupied or which govern worksite activities and employee behaviour.
• Sound knowledge of the Engineering Services Department functions, responsibilities and activities.
• Effective written and verbal communication skills.
• Effective organization and problem-solving skills.
• Ability to operate standard office equipment and a working knowledge of standard computer software such as VanDocs, Microsoft Word, PowerPoint, and Excel is required.
• Ability to preform P2P and time entry functions in SAP is an asset.
• Sound knowledge of COV’s standard purchasing practices and procedures.
• Ability to work in a fast-paced environment with shifting priorities, demonstrated competency in decision making within established business practices and rules.
• Ability to handle a heavy workload and provide exceptional customer experience.
• Ability to communicate effectively both orally and in writing and to prepare non-routine reports, correspondence and memoranda related to the work.
• Ability to build and maintain effective working relationships with co-workers and vendors is essential.

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 – 4 days a week from locations that are a daily commutable distance from their work at a City worksite.  At this time this position is eligible to be part of the Flexible Work Program.

Business Unit/Department: Engineering Services (1300) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Temporary Full Time 

Position Start Date: April 2024 

Position End Date: March 2026

Application Close: March 3, 2024

Main Purpose and Function

The Assistant to the FIFA World Cup 2026 (FWC26) Host City Secretariat Lead and a member of the FWC26 Host City Secretariat, will provide a wide variety of confidential and sensitive administrative support as well as organizing and coordinating daily activities of the FWC26 Host City Secretariat.

Key Contacts and Reporting Relationships

This position reports to the FWC26 Director of Coordination and Alignment and closely supports the FWC26 Host City Secretariat. Key contacts include: the City Leadership Team; senior City staff, (chiefly the supporting functions including legal, financial and communications); federal and provincial government agencies and external partners (including the Integrated Safety and Security Unit, PavCo, YVR, Parks Board, First Nations, and FIFA), and members of the public.

Specific Duties/Responsibilities

• Provides executive level confidential and administrative support for FWC26 Host City Secretariat.
• Coordinates and maintains the calendars of the FWC26 Host City Secretariat Lead and Team using judgement to prioritize meeting and event requests with a view to optimizing available time. This includes planning, organizing and scheduling meetings/events; screening requests for meetings/events; anticipating and working with external partners, stakeholders and senior city staff to resolve scheduling conflicts to ensure high priority meetings/events are accommodated in a timely fashion.
• Schedules meetings with internal staff, external partners and stakeholders including Provincial Government, Federal Government and FIFA contacts.
• Supports the FWC26 Host City Secretariat in managing and delivering all functions including, but not limited to: work plan management; financial management; procurement process; issues log; risk register, status reporting; change log; action item log, etc.
• Manages the flow of information to and from the FWC26 Host City Secretariat by reviewing daily email, correspondence, memos and reports. Using their own judgement and discretion, this position will either respond directly on behalf of the FWC26 Host City Secretariat on those matters where there is extensive knowledge of the issue, process or procedure or escalate appropriate matters for reply or additional information to the team members.
• Coordinates approval and sign off by the FWC26 Host City Secretariat of reports, budgetary matters and other reports.
• Manages a variety of sensitive and confidential matters including correspondence, agendas, minutes, contracts, and presentations; locates and assembles information for various reports and briefings; compiles and prepares meeting materials and minutes and attends meetings as required.
• Coordinates and assists the FWC26 Host City Secretariat to manage processes and feedback received by the FWC26 Host City Secretariat.
• Coordinates travel and accommodation arrangements for the FWC26 Host City Secretariat including complex itineraries requiring multiple flights, multiple destinations, multiple events and/or foreign travel. Manages rescheduling of travel arrangements as required.
• Coordinates Freedom of Information requests for the FWC26 Host City Secretariat.
• Other duties/responsibilities as assigned.

Minimum Qualification Requirements

Education and Experience:

• Diploma in Office Administration and a minimum three experience in a progressively administrative role in municipal government or an equivalent combination of education or experience.

Knowledge, Skills and Abilities:

• Thorough knowledge of Office 365 products with advanced knowledge of Outlook including the use of follow up flags, rules and alerts.
• Ability to exercise considerable independence and judgement with minimal supervision.
• Ability to identify and understand the sensitive, confidential and/or controversial nature of all types of materials and handle with appropriate discretion.
• Ability to manage multiple tasks and projects and including the ability to change priorities in a high demand environment.
• Ability to anticipate and plan in advance solutions to problems and issues so they are managed in an efficient and effective manner.
• Ability to liaise with a wide variety of senior managers, their assistants and external partners and stakeholders on behalf of the Host City Team.
• Exceptional organizational skills including a high level of attention to detail. Excellent listening, oral and written communication skills.
• Experience with complex calendaring in an executive environment.
• Ability to compose and proofread correspondence, prepare reports in clear concise business English and draft complex correspondence for review by senior staff.
• Experience with SAP and VanDocs are highly desirable.

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 – 4 days a week from locations that are a daily commutable distance from their work at a City worksite.  At this time this position is eligible to be part of the Flexible Work Program.

Business Unit/Department: Office of the City Manager (1010) 

Affiliation: Exempt 

Employment Type: Temporary Full Time 

Position Start Date: April 2, 2024

Position End Date: 08/31/2026 

Application Close: February 28, 2024

As a cornerstone business within Scotia Wealth Management®, ScotiaMcLeod has earned a reputation for integrity based on service excellence and trusted investment advice. Our advisors and teams pride themselves on exploring innovative approaches to protecting and growing their clients' assets. 

When you join ScotiaMcLeod, you’ll be empowered to deliver Enriched Thinking®, a unique approach that incorporates your client’s thinking, as well as our thinking, to drive results. You’ll work with a team of specialists to deliver a client-centric approach to wealth management, enabling you to consider all the facets of your client’s life, family and business. With a focus on total wealth planning, and wealth specialists to help you deliver on this unique value proposition, you’ll be enabling clients to see not just the big picture, but all the little ones too.

BRIEF INTRODUCTION
 
As an Administrative Associate you will be responsible for contributing to the overall success of one or more Wealth Advisors by ensuring a high level of client service achieved by effective administration and day-to-day trading of their business. 
  
IS THIS ROLE RIGHT FOR YOU

In the role you will:
 

• Ensure effective client administration by managing all administrative processes and escalations requiring investigation
• Consistently demonstrate high levels of client service by:
  • supporting the advisor in regular reviews of portfolios including entering client trades as directed by the client or Advisor and identifying client needs
  • responding to client inquiries, resolving issues and effecting client transactions in a timely and responsive manner
• Provide marketing assistance by coordinating materials, events, and seminars to increase/identify opportunities to grow assets and/or revenue
• Support the growth of the business by managing tracking reports for Wealth Advisors to review targets, recommendations, and financial plans/concepts  
• Build effective working relationships across various departmental and business line contacts by actively collaborating and sharing knowledge and experience

 
DO YOU HAVE THE SKILLS
 
 We would love to work with you if you have:
 

• Experience in the securities industry
• Already duly registered as an Investment Representative (IR) with CIRO
• Excellent verbal and written communication
• Strong organizational skills 
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills

 
WHATS IN IT FOR YOU
 

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success. 
• Learning and Development – free access to Scotia Academy to upskill and develop your skills.

Position Summary

The Administrative Assistant will be responsible for providing a wide range of administrative services to assist Program Manager(s) and project team in day-to-day running of programs. The Administrative Assistant shall ensure that all project deliverables are prepared, formatted, internally reviewed, and delivered to the customer in an effective and timely manner with highest quality. 

Essential Functions / Key Areas of Responsibility

• Prepare and format reports and contract deliverables using in-house templates as well as customer provided templates;
• Coordinate and track project deliverables and outstanding actions to ensure timely delivery;
• Set-up internal document reviews in Microsoft Team Foundation Server (TFS) and closely track for completion;
• Monitor workflow process to ensure the document is reviewed, approved in a timely fashion and escalate Work Items (WI) of concern to the PM;
• Deliver documentation to the customer (via email or courier), pdf and file correspondence in TFS or IPESA;
• Follow company policies and processes and maintain all aspects of electronic filing systems including logging, retention, and disposal;
• Work with both internal and external tools such as TFS, SFTP, SharePoint, IPESA to manage activities and workflow issues (monthly reports, deliverables, etc.);
• Manage all aspects of incoming and outgoing correspondence in the project mailbox and respond to project team members’ inquiries;
• Manage competing priorities while supporting several projects;
• Create SAP purchase requisitions as required;
• Work closely with cross functional teams such as Finance, Contracts & Legal, Procurement, and Quality on project requirements;
• Assist with on-boarding new team members to the project, processing PIN numbers in a timely manner;
• Assist in the preparation of letters, quotes, and proposals and provide formatting support on large bids as assigned;
• Support with any off-site event/meeting/training/team building by booking the venue, PR creation, facilitating payment and on-site administrative support;
• Perform other duties as assigned by the Project Managers and Administration Manager;
• Provide backup to other Administrative staff as required and cross-train as required;
• Provide backup reception support when required during team member’s absence due to vacation, sick leave or other circumstances;
• Prepare for all aspects of in-house meetings, including coordination, record of discussion and action items tracking;
• Order catering, track details and assist with the setup/clean-up.

Minimum Requirements: Skills, Experience, Education, Technical/Specialized Knowledge, Certifications, Language

• Minimum 5 years of experience in a similar role
• Diploma in Office Administration or equivalent
• Strong organizational skills and ability to balance multiple priorities
• Advanced proficiency with Microsoft Word and knowledge of Excel and PowerPoint
• Attention to detail
• An interest in working in a fast-paced, demanding environment with a steep learning curve
• Ability to work independently
• Strong communication and interpersonal skills
• All applicants must be able to obtain a Canadian NATO Secret security clearance and meet the eligibility requirements outlined in the Canadian Controlled Goods Registration Program and ITAR Program

Physical Demands:

Office Work

Regulatory Compliance Requirements:

• Requires direct or indirect access to hardware, software, technology or technical data controlled under the Canadian Export Control List, the ITAR or the EAR
• Requires a positive Controlled Goods assessment as you will have direct  access to hardware, software, technology or technical data controlled under the Canadian Controlled Goods Program
• Required to obtain and maintain a Security Clearance at the NATO Secret Level

Type of Role:

Hybrid (Home/Office) – flexibility to work from home; but expected to be in office as required to support the business.

Schedule:

 40 hours per week

Physical Environment:

Office environment

Travel:

Minimal travel within Canada

Main Purpose and Function

The Office Support Clerk III works independently and as part of a team. This position performs varied clerical work including work related to, but not limited to, reception, time entry, equipment maintenance, database maintenance, ordering of office supplies and a variety of clerical duties to primarily support the Social Policy team.

The position reports to the Manager, Administrative Services with direct supervision from the Admin Coordinator of Social Policy and Projects within Arts, Culture and Community Services.

Specific Duties and Responsibilities

• Formats and proofreads Council Reports, announcements, application forms, guidelines, e-mails and other standard grant-related correspondence.
• Provides support to Council Reports authors on VanDocs and SharePoint activities; ensures submission deadlines are met; contributes contents/data for appendices if needed.
• Prepares monthly reports of RTS (Report Tracking System) information.
• Supports all administrative aspects of multiple grants streams and projects.
• Creates and edits grant application and criteria forms in Word and/or in other software/grant management systems.
• Prepares application invitations, monitors grant application intakes, e.g. managing the Social Policy Grants e-mail account, photocopying, checking for completeness of required attachments, following up and communicating with applicants;
• Maintains a database (MS Access, MS Excel or other software/grant management system), designs queries to generate statistical/analytical reports, designs forms with comments and conditions.
• Maintains conditions and key milestones, and works with planners to ensure conditions are met.
• Uses SAP to create new order numbers, initiate release of grant funding, honorariums, track grant payments (with subject to conditions), processes returned and cancelled cheques, cheque and Electronic Fund Transfer (EFT) disbursements, recurring payment reports, vendor information, and other functions.
• Coordinates with Financial Services, ACCS to prepare the year-end carry forward for unpaid grants.
• Assists with the administration of grants budget, coordinates with Planners and Financial Services to maintain up-to-date budgets, including payments to-date, remaining balances and total budget per stream.
• Monitors and updates the Social Policy Grant websites to ensure that they contain up to date and timely information, and liaises with IT Web Services to maintain content.
• Develops and maintains a Social Policy grant Outlook calendar to ensure that planners are kept informed of all key grant dates, e.g. application deadlines and grant payments.
• Maintains and manages department mailboxes on regular basis.
• Organizes all grant meetings, events and workshops from booking venue/conference room, preparation of material, providing supplies, placing catering orders, to clean up.
• Liaises with the public to answer basic questions related to grant application deadlines and the application process, and forwards more complex inquiries to planners.
• Takes meeting minutes and transcribes notes for key events such as grant deliberations and other meetings consisting of City staff and/or members of the public; responds to 311 queries in relation to grants.

• Acts as the primary Departmental Time entry duties, checking staff quotas, maintaining attendance book; producing and filing time entry reports.

• Provides administrative support by answering calls, screening calls, and processing confidential information.
• Organizes community engagement meetings, events and workshops from booking venue/ conference room, preparation of material, providing supplies, placing catering orders, to clean up.
• Posts, maintains, reconciles and balances all project-related invoices including tracking in a database, follow-up with vendors, completing and submitting requests for service forms, and tracking contracts and payments using a variety of computer software and databases.
• Develops and maintains project files, codes and indices necessary for the organization and categorization of diversified and complex paper and virtual files.  Advises and assists Project Lead on contract or payment issues, discrepancies, deadlines, etc. and is responsible for following up to secure appropriate information to effect necessary adjustments.
• Provides backup support for other clerical team whenever absences coverage as required.
• Performs other duties/responsibilities as assigned.

Qualifications
Education and Experience:

Completion of 12th Grade including or supplemented by courses in commercial and administration subjects and sound related experience in moderately complex administrative work experience, or equivalent combination of education, training and experience.

Knowledge, Skills and Abilities:

• Thorough knowledge of business English, spelling, punctuation, and business math is required.
• Knowledge of modern office equipment (e.g. voicemail, scanners, multi-purpose photocopying machines, laptops, projectors, etc.) is required.
• Sound knowledge of departmental and other policies, regulations, rules, procedures and practices that relate to the position occupied or which govern worksite activities and employee behaviour.
• Advanced knowledge of software programs such as MS Office Suite (Word, Excel, Outlook, and PowerPoint) is required.
• Working knowledge of SAP, Sharepoint and the City’s Procurement Policy as it relates to contracting and invoice.
• Excellent communication, interpersonal and organizational skills are a necessity, as this position requires written, telephone, and tactful in-person interaction with team members and the public. 
• Strong organizational skills and the ability to prioritize work assignments in order to meet multiple deadlines.
• Ability to work with accuracy and attention to detail.
• Ability to understand and interpret oral and written instructions and communicate effectively both verbally and in writing.
• Ability to establish and maintain effective working relationships with staff of various civic departments and representatives of outside agencies.
• Ability to work proactively and independently within the duties/responsibilities to identify areas that need added attention or change.
• Ability to work under pressure and establish work priorities, to multi-task, and to develop and maintain effective work procedures and processes.
• Familiarity with specific CoV records management systems (e.g. VanDocs and VanRims) will be an asset.
• Ability to work independently and collaboratively as part of a team.

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 – 4 days a week from locations that are a daily commutable distance from their work at a City worksite.  At this time this position is eligible to be part of the Flexible Work Program.

The City’s COVID-19 vaccination policy is currently suspended and as a result, vaccination against COVID-19 is not required at this time. However, should circumstances change and the City deem it necessary to re-introduce such policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible to continue performing your duties.

Business Unit/Department: Arts Culture Community Service (1200) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Temporary Full Time 

Position Start Date: April 2024 

Position End Date: May 2025

Application Close: February 16, 2024