All jobs in Administrative Jobs

Requirements:

Languages: Candidates must have knowledge of the English Language

Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate or equivalent experience
Experience: Candidates should have experience of 1 to less than 2 years’
Computer and technology knowledge: Electronic mail, MS Office

Location: 70 Sage Hill Plaza NW Calgary, AB T3R 0S4
Shifts: Day

Candidate Status:

• Canadian citizens and permanent or temporary foreign workers of Canada are eligible for this position.
• International Candidates who don’t have a valid Canadian work permit also can apply

Responsibilities:

• The candidates should be able to determine and establish office procedures and routines, schedule and confirm appointments
• The candidates should be able to answer telephone and relay telephone calls and messages, answer electronic enquiries
• The candidates should be able to compile data, statistics and other information
• The candidates should be able to order office supplies and maintain inventory, greet people and direct them to contacts or service areas
• The candidates should be able to open and distribute regular and electronic incoming mail and other material and co-ordinate the flow of information
• The candidates should be able to set up and maintain manual and computerized information filing systems
• The candidates should be able to type and proofread correspondence, forms and other documents

How to apply:

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

By email
sagehill[email protected]

As an Administrative Support Assistant, your role is to provide administrative support to one or more Advisors and their teams

Is this role right for you? In this role you will:

1. Ensure a high level of non-trade client service by:

• Acting as receptionist by answering phones and greeting clients
• Arranging client meetings including venues, preparing printed materials and handling schedule changes
• Assisting with Advisor seminars by booking venues, scheduling guests, greeting clients, arranging for refreshments etc.
• Following up on client meetings and entering notes in contact management system
• Processing client requests, account transfers, deposits, withdrawals and payments, requests for tax receipts and account reporting
• Responding to client inquiries and issues in a timely, responsive manner and escalating to Advisor when appropriate

2. Provide administrative support by:

• Processing client account documentation
• Assisting in writing and processing clients’/prospects letters and proposals
• Ordering marketing materials
• Maintaining client files and information on the appropriate systems
• Opening new accounts and processing new account documentation
• Processing account transfer documentation and follow up to ensure receipt
• Following up on outstanding documentation for restricted accounts
• Ensuring all client interaction is accurately documented
• Gathering deferred sales charge (DSC) information
• Ensuring adherence of all regulatory rules as it relates to client accounts and related documentation
• Following up with clients on missing documentation required as per the industry regulatory requirements

3. Contribute to the effective functioning of the branch team by:

• Building effective working relationships across the team and with various business line and corporate function contacts
• Maintaining a high level of customer service
• Facilitating a culture of open and honest communication
• Actively participating and contributing to touch bases and team meetings
• Encouraging the generation of new ideas and approaches
• Actively sharing knowledge and experience to enhance the development of all team members
• Developing and executing a meaningful employee development plan

Do you have the skills? We'd love to work with you if you have:

• Excellent written and verbal communication skills
• Strong organizational skills
• Ability to take initiative and work independently
• Ability to meet deadlines
• Knowledge of Microsoft systems: Word, Excel and PowerPoint
• Secondary education

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

As a Regional Administrative Specialist, you will be responsible for providing administrative and operational support to Financial Consultants and Portfolio Managers.

Is this role right for you? In this role you will:

• Process documentation requests and input transaction requests as directed by Financial Consultants
• Partner with Financial Consultants and Portfolio Managers in booking client meetings
• Respond effectively to all inquiries from current and prospective clients concerning MD products and services
• Respond to last minute requests from Financial Consultants during client meetings
• Maintain a follow-up system for inquiries, complaints, and problem resolution, ensuring that established MD service standards are being met in a timely manner
• Provide support and participate in the research and resolution of client issues
• Complete file preparation for Financial Consultants and Portfolio Managers in advance of client meetings
• Prepare and process new account documentation as required 
• Update the database for all client contact, ensuring that all client information & notes are recorded correctly
• Maintain monthly compliance related tasks as required
• Liaise with accountants and third parties as required
• Prepare business correspondence to clients and third parties
• Participate in projects as required
• Provide reception coverage and general office duties
   

The Must Haves:

• Community college diploma in Business Administration or equivalent
• 2 years’ experience in an administrative or clerical position, preferably within the financial services industry
• Proficiency in the use of Microsoft Windows and its applications including Excel, Word, PowerPoint, and MS Outlook
• Working knowledge of CRM2 
• Canadian Securities Course (CSC) & Conduct and Practice Handbook (CPH) are considered assets

Do you have the skills that will enable you to succeed in this role? – We’d love to work with you if you have:

• A dedication to client service
• Strong organizational skills
• Strong attention to detail and follow-through skills
• Excellent verbal and written communication skills
• Initiative and are resourceful
• An ability to work independently or effectively within a team
• An ability to manage multiple priorities in a fast- paced environment
• An ability to effectively manage change
• A focus on achieving results  

We are searching for a Full Time Concierge / Receptionist to join our Faubourg du Mascaret – Pavillion Landry team based in Moncton, New Brunswick.

Meaningful Benefits

You will be surrounded by supportive and talented team members who make our communities great places to live, work and visit. As an established and respected organization in the healthcare sector, Shannex offers opportunities for growth, development and advancement. And at the end of every day, you will know you’ve made a measured difference in the lives of our residents. Additional benefits include:

• Approximate hourly wage:  $15.60 – $16.10
• Comprehensive health, vision, and dental benefits plan (eligible immediately upon hire) including an Employee and Family Assistance Program
• Life, travel, and other insurances
• Access to virtual healthcare 24/7 for FREE through the group health benefit plan
• RRSP program (5% employer matching)
• Vacation accrual (begins immediately)
• Free onsite parking
• Access to thousands of perks vendors and discounts through our WorkPerks program, including excellent discounts for apparel, restaurants, technology, fitness, travel, and tickets to some of your favorite sports and entertainment events
• Access to continuing education and training through Shannex’s Centre of Excellence
• Opportunities to be part of sector innovation and continuous improvement initiatives
• Recognition and Rewards for service excellence and safety

About the Opportunity

• Answers and transfers telephone inquiries, greets and directs visitors
• Provides routine information and responds to inquiries from residents, visitors, and staff
• Active screening of employees and visitors
• Sorts and distributes incoming and outgoing mail and couriers
• Prepares and distributes forms, reports and other documents to appropriate personnel and departments
• Performs a wide variety of assignments, which are sometimes confidential in nature
• Receives, processes, and records client payments
• Ensures client safety by following and applying all standard operational procedures, safe work practices and training provided

About You

In addition to placing high value on continuous improvement, collaboration and accountability, you bring:

• A high-school diploma or GED
• Excellent computer skills and experience in Microsoft Office Suite
• Previous hospitality/customer service experience an asset; especially with seniors
• Ability to provide a clear criminal record check upon hire
• A friendly and outgoing spirit is a definite asset
• Knowledge of medical terminology considered an asset
• Ability to work during the day and weekends
• A passion for the healthcare sector and/or ensuring seniors have access to quality accommodations, services and care

EMS Workforce Planning supports the day-to-day scheduling tasks of AHS EMS employees. This includes assigning relief employees, supporting scheduling technology, analysis of reports, Software education (Telestaff), and payroll (e-People). As a team member of EMS Workforce Planning, the Scheduler is responsible for staff replacement needs for assigned areas. The Scheduler ensures that employees are scheduled appropriately, and employee pay data is captured in accordance with established policies and procedures, and collective agreement provisions. The successful candidate will enjoy providing outstanding customer service and high attention to detail in a fast-paced environment while adapting to frequent interruptions and shifting priorities. As a result, the Scheduler should be self-directed in sound decision making and in resolving issues. The Scheduler will also assist in the training and orientation of new staff. This position works days, evenings, weekends, and holidays (operational from 05:30 – 20:00). All new hires will be provided with full training and orientation. This will require a commitment of at least 6 weeks of full-time hours, Monday – Friday. This commitment is a mandatory requirement. To ensure your skills and qualifications are considered, please attach a resume and cover letter with your application.

Description:

As an Administrative Support IV, you will require advanced administrative or specialized skills and knowledge to support complex procedures, practices and initiatives within a department or program.

At AHS our mission is to provide a patient-focused, quality health system that is accessible and sustainable for all Albertans. Working under the general supervision and guidance of the Supervisor, Registration, Switchboard & Patient Information, the Administrative Support III is responsible for obtaining and inputting accurate demographic & financial information, on the appropriate hospital information system, on patients, presenting at various entry points of the health system. Essential functions of the position; Obtains and records accurate demographic and financial information on patients, by interviewing patients, family members and/or care providers. Consistently applies Positive Patient Identification during the registration/pre-registration process to ensure accurate record linkage, support safe delivery of patient care and reduce identify theft. Verifies patient eligibility as it relates to healthcare coverage. Reviews Financial Agreement Forms with patients who do not have valid provincial healthcare coverage & ensures that forms are completed appropriately. Prepares identification labels, identification wristbands and verifies patient’s name and date of birth when applying wristband to patient. Informs patients about options for accommodation and the process for requesting preferred accommodation. Consistently applies best practice as outlined in the Provincial Registration Standards & Practices Manual. In accordance with Health Information Act (HIA), Freedom of Information and Privacy (FOIP) and other privacy legislation in effect the incumbent shall comply at all times with APL / AHS’s Information Privacy & Information Security policies. Performs other related duties as assigned by the Supervisor. Physical requirements include the ability to push/pull patients presenting in wheelchairs, assisting with carrying patient belongings upwards of 20 lbs.

Description:

As an Administrative Support III, you will require advanced administrative or specialized skills and knowledge to support complex procedures, practices and initiatives within a department or program.

Registration of clients utilizing Provincial registration system to include the collection/verification of patient demographic information as well as validation of health care insurance. Creation of Unique Lifetime Identifier (ULI #) for non-residents of Alberta/new Alberta residents/ newborns in the Alberta Person Directory. Completion of electronic documents to complete the registration process for WCB, RCMP, and/or NRA clients. Collect and receipt payment for clients and uninsured services. Switchboard duties, include telephone queries, remote registration, and requests for patient information as per appropriate guidelines. Application of identification wristbands for all clients. Greet clients, visitors, and staff, and directing them to the appropriate areas throughout the health Center in a pleasant, professional, and courteous manner. Maintain a positive public image to patients, visitors, staff, and physicians. Complete discrepancies in work queues in the Connect Care environment. Ensure work area is stocked with necessary supplies and supplies are stored appropriately. Other duties as required.

Description:

As an Administrative Support III, you will require advanced administrative or specialized skills and knowledge to support complex procedures, practices and initiatives within a department or program.

Requirements:

Languages: Candidates must have knowledge of the English Language
Education: Candidates need standard educational qualifications such as a College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years or equivalent experience
Experience: Candidates should have experience of 7 months to less than 1 year
Computer and technology knowledge: Google Docs, MS Excel, MS Outlook, MS PowerPoint, MS Word, social media, MS Office, and Adobe Acrobat Reader
Security and safety: Bondable

Candidate Status:

• Candidate must be a Canadian Citizen or temporary or permanent resident of Canada
• Candidate must have legal authorization (Work Permit) to work in Canada
• If Candidates are unable to fulfill above mentioned requirements, don’t apply for the position

Responsibilities:

• The candidates should be able to arrange and coordinate seminars, conferences, etc., supervise other workers, and train other workers
• The candidates should be able to schedule and confirm appointments, manage contracts, and answer telephone calls and relay messages
• The candidates should be able to answer electronic inquiries, compile data, statistics, and other information, and order office supplies and maintain inventory
• The candidates should be able to open and distribute regular and electronic incoming mail and coordinate the flow of information, type and proofread correspondence, forms, and other documents, and conduct research
• The candidates should be able to perform data entry and provide customer service

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your Resume, Job reference number and cover letter) through the below-mentioned details

By email
[email protected]

Be prepared for the screening questions. Include answering the following questions while applying:

• Are you currently legally able to work in Canada?
• Do you have previous experience in this field of employment?

Closing Date: 06/12/2024

Hourly Rate/Salary: $47.72 Per Hour to $63.63 Per Hour/$ 86,858.00 - $ 115,812.00 
Hours of Work: 35 
Work Location: Civic Centre/Hybrid
Department/Division/Section: CPS/Corporate Services Dept , CPS/IT Division , Enterprise Business Solutions 
Non-Union/Union: Non Union 
 

We thank all who apply, however, only those candidates selected for an interview will be contacted. You can also check your application status in your candidate profile online. 

All personal information is collected under the authority of the Municipal Act. 

Reporting to the Manager, Portfolio and Building Services, the Operations Administration Support Officer (OAS) Non-Market Housing Operations works with COV tenants, community partners, Residence Managers, and Residence Attendant Shift Leads to develop effective follow up responses to operational priorities.

The OAS is responsible for supporting the day-to-day operational administrative requirements, tenant inquiries, facility maintenance support, housing applications, and file maintenance in the City of Vancouver’s (COV) Non-Market Housing Operations (NMHO). Responsibilities include processing documentation related to tenant and property management administrative supports that contribute to the success of the NMHO department’s mandate and goals. The OAS performs key portfolio and administrative support functions, provides direct face-to-face and telephone-based customer service to tenants, and the public while maintaining various databases and reference points across all operational categories. 

Specific Duties & Responsibilities

Operational Support

• Works in conjunction with the Property Portfolio Assistant to prepare accurate rent calculations, subsidies, adjustments and annual reviews by analyzing and interpreting financial documents and initiates investigations when required
• Reviews and interprets tenant information to ensure accuracy and compliance regarding tenancy accounts, family composition, Declarations of Income and Assets, etc.
• Supports the initiation and maintenance of appropriate NMHO tenant and property management software systems and documentation to ensure data accuracy and effective metric reporting requirements
• Prepares accurate and effective communication documents according to guidelines and using data from various sources as required;
• Supports administrative functions as assigned relating to tenant relocation projects, tenant transfer requirements, as well as tenant eligibility statuses and maintains key tracking mechanisms to support complete operationalization of new builds and capital improvement projects or redevelopments.
• In coordination with the NMHO Facilities Manager prepares purchase orders for routine maintenance, service calls, materials and supplies, etc; coordinates vendor site visits for quote and scope generation.

Communications

• In consultation with NMHO leadership develops, prepares and disseminates communications and measures that support successful tenant relocations; coordinating vendors, site staff, and tenants or applicants.
• Provides general information regarding NMHO policies to tenants and applicants.
• Provides accurate information relating to qualifications for housing and allocation of vacancies as per COV policies and procedures;
• Manages a wide variety of situations in serving clients with a range of physical, behavioural and social issues.
• Co-ordinates the showing of units to prospective tenants, receive rental applications, perform past residence and income checks, evaluate the data and summarize applicant eligibility status in accordance with CoV policies.

General Operational Support

• Ensures accurate tenant file management and maintains the COV’s standard filing systems.
• Prepares and records files for tenant move out and / or estate management practices and processes.
• Enters data into spreadsheets/manual, digital databases, various software platforms, etc., and generates reports.
• Compiles and maintains maintenance requests statuses and supports effective distribution of information, performs administrative follow-up.
• Coordinates and tracks Occupational Health & Safety related events
• Culls files and arranges for transfer to corporate records centre as per approved retention schedules
• Provides clerical assistance to NMHO management and other staff as required
• Provides back-up for other NMHO administrative staff as needed
• Coordinates meetings with various external and internal stakeholders, working with exempt management calendars and availability
• Drafts correspondence, agendas, records minutes, e-mails, contracts, and screens phone and voicemails to direct inquiries
• Supports project cost reconciliation and invoicing for recovery from funding partners and non-profit delivery partners

Preparation of Statistical and Demographic Reports

• Tracks and monitors tenant relocation budgets, monthly building expenses, and special events or projects.
• Report on data collected on a monthly basis to BC Housing and the COV.
• Collates financial expenses for buildings within NMHO portfolio, highlights trends or patterns for management awareness, and follow up.
• Prepares correspondence, standard reports, and analysis on property operations.
• Performs such other related duties as may be assigned.

Qualifications

Education and Experience:

• Diploma in the field of public administration, community service, or non-profit provider with considerable related work experience with an emphasis on tenant management, outreach, community development; or equivalent combination of training and experience
• Safety Oriented First Aid and CPR Certificate

Knowledge, Skills and Abilities:

• Considerable knowledge of the housing continuum, including market, subsidized and supported housing systems, including program models for special needs populations
• Considerable knowledge of legislation and regulations related to the Residential Tenancy Act
• Considerable knowledge of the social, medical, financial and community resources available to clients.
• Thorough knowledge of business English, spelling, punctuation and business math is a necessity.
• Considerable knowledge of departmental and corporate rules, regulations, policies, procedures, processes and functions is highly desirable.
• Ability to work with tenants using culturally
• Sound practical knowledge of the rules, practices and procedures of office and program administration Proficiency with MS Office programs and platforms with higher intermediate to advanced functions.
• Ability to support multiple complex administrative operational projects simultaneously
• Ability to investigate and problem solve creatively and within established regulations
• Ability to establish and maintain collaborative relationships with tenants, non-profit housing agencies, and landlords
• Ability to work under pressure to meet deadlines that are constrained by time informed strategies.
• Ability to implement tenant-centered work plans and priority projects
• Ability to facilitate and organize information meetings, take minutes, and distribute information appropriately
• Ability to demonstrate patience and tolerance and exercise tact, diplomacy and good judgment when dealing with a variety of clients, including those of diverse cultural, educational and socio-economic backgrounds and those with difficult behavioural issues.
• Ability to work with a diverse client base and with people who may have experienced abuse, poverty, grief and loss, oppression, violence, mental health challenges, and/or addiction issues, and/or those who may be living with HIV/AIDS or other life-limiting of life-threatening conditions.
• Ability to work independently and with minimal supervision
• Ability and interest in taking initiative, being flexible, adapting to change and contributing in a team environment
• Ability to assess and respond quickly and effectively to an incident and/or crisis.
• Ability to constructively resolve conflict with co-workers, management and external services
• Ability to interpret and understand financial documents received from tenants
• Ability to prioritize, multi-task and process a large volume of work in a fast-paced environment with a high degree of accuracy while meeting prescribed deadlines
• Ability to respond to emergencies after regular work hours, walk long distances, climb stairs and carry heavy items
• Ability to meet transportation needs

Record Checks:

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

Business Unit/Department: Arts, Culture and Community Services (1200) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Regular Full Time 

Position Start Date: July, 2024

Salary Information: Pay Grade GR-020: $35.72 to $42.04 per hour

Application Close: June 12, 2024

We're looking for an Administrative Support Agent II to join our growing team!

What you will accomplish with us :

• Perform various daily administrative tasks such as shipping documents, materials or correspondence, data entry, scanning or filing, requesting materials or supplies, setting up workstations, etc.
• Open files (no ACD, Automatic Call Distribution), and also manage the ICN tool.
• Manage correspondence and ensure quality and accuracy of information.   
• Copy data from documents or databases using our standardized methods.
• Respond to a variety of requests.
• Support projects or new initiatives upon request.

What you'll get out of it:

• Administrative Technician or equivalent combination of education and experience
• Minimum 5 years' experience in an office environment
• Excellent customer service and relationship building skills
• Exemplary written and verbal communication skills
• Highly organized and able to effectively manage workflow without continuous supervision
• Team spirit and positive attitude
• Ability and willingness to learn
• Proficiency in MS Office (Word, Excel and PowerPoint)
• No Canadian work experience required, but must have authorization to work in Canada.

What we offer

Working here means you'll be empowered to be and do your best every day. Here is some of what you can expect as a temporary member of our team:

• Inspiring leaders and colleagues who will lift you up and help you grow

• Access to tools and resources to support physical and mental health, embracing change and connecting with colleagues

• A dynamic workplace learning ecosystem complete with learning journeys, interactive online content, and inspiring programs

• Inclusive employee-led networks to educate, inspire, amplify voices, build relationships and provide development opportunities.

• A Community Impact program, because what you care about is a part of what makes you different. And how you contribute to your community should be just as unique.