JobBoard247.ca

Job description:

During the employment, you are required to perform the following main duties and responsibilities:

Office administration:

1. Manage phone calls, handle emails, mails, deliveries and schedule meetings for Stella.
2. Photocopies and files appropriate documents as needed.
3. Organize conference room scheduling, equipment, office supplies and cleaning as needed.
4. Coordinate building and maintenance issues for general repair and updates
5. Maintain the company’s contact list
6. Assists in planning and arranging events, including organising catering.
7. Manage the subscription accounts, memberships, licences and renewals.
8. Manages reception area and looks after visitors.

Mortgage administration:

1. Forward mortgage application to Stella and communicate with mortgage brokers for supporting documents and clarification.
2. Prepare commitment letters, follow up for signature and coordinate with the lawyer’s office for mortgage fundings.
3. Update Dolphin (management software) for new mortgages, payments, NSF, renewal, payout.
4. Deposit and record mortgage payments.
5. Coordinate with the lawyer’s office for mortgage payouts.
6. Reconcile mortgage balance monthly.
7. Organize the physical mortgage files and update the check list.

Investment administration:

1. Prepare investment documents & communicate with investors for information as needed.
2. Schedule investor-EMD meetings, follow up for signatures.
3. Coordinate with the lawyer’s office for share registration.
4. Coordinate with WPTC for investment under registered plans.
5. Email or mail quarterly statements to investors.
6. Coordinate with investors and lawyer for redemption request.
7. Update Dolphin (management software) for new investments, redemption, change of contact information.
8. Reconcile investment balance monthly.

Other responsibilities:

1. Update the company’s website and social media profiles.
2. Update promotion materials - One Page or create new materials as needed.
3. Assist accounting team by filing, data entry and preparing audit documents.
4. Other duties as assigned.

Qualifications for this position:

1. Education & Certifications

• High school diploma (minimum requirement)
• Diploma or degree in Business Administration, Office Management, or a related field (preferred)
• Certifications in office software (e.g., Microsoft Office Specialist) or bookkeeping (e.g., QuickBooks, Sage) can be an asset

       2. Skills Required

• Administrative & Organizational Skills – Ability to manage schedules, organize files, and coordinate meetings
• Computer Proficiency – Strong knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint) and office management software
• Communication Skills – Excellent verbal and written communication for handling correspondence and interacting with clients/staff
• Time Management – Ability to prioritize tasks and meet deadlines efficiently
• Problem-Solving – Capability to resolve office-related issues quickly and effectively
• Bookkeeping & Data Entry – Basic accounting knowledge and familiarity with financial transactions (if required)
• Customer Service Skills – Ability to handle inquiries and provide assistance to clients and colleagues
• Confidentiality & Ethics – Maintaining privacy and professionalism in handling sensitive company information

3. Experience Requirements

• 3-5+ years of experience preferable
• Experience in finance industry can be an advantage

4. Additional Desirable Traits

• Multitasking ability to handle various office operations
• Attention to detail to ensure accuracy in reports and documentation
• Team player with the ability to work independently when needed
• Knowledge of office equipment (printers, scanners, etc.)