Document Services Administrator

Position Title: Document Services AdministratorReports To: Supervisor Document ServicesDepartment: Corporate Document CentreTerm: Temporary Full-Time Six (6) Month ContractWork Arrangements: This is an in-office role. You will work in our office in Waterloo ON 100% of the time. The Opportunity: At Equitable our focus is on making a meaningful impact in the lives of Canadians by putting clients at the heart of everything we do. We lead with empathy act with intention stay curious and support one another every step of the youre looking for purpose-driven work in a collaborative and inclusive environment where your voice is heard and your growth is encouraged wed love to are looking for a Document Services Administrator to join our Corporate Document Centre team! This role will be responsible for ensuring that all incoming documentation to Equitable is received by the appropriate business area in a timely manner through both electronic (Image) environment and manual delivery. This will include ensuring outgoing mail is collated sorted and sent via the appropriate channel (Courier Canada Post) within prescribed timelines and being accountable for securing processing bank deposits and maintaining inventory of all incoming cheques and cash to Equitable and completion of all required audits. Join one of the Waterloo Areas Top Employers for 2025 and Southwestern Ontarios Top Employers for 2024 and be part of something that you will be doing:Know and perform 50 different work processes;Open identify and organize all documents entering Document Services;Open mail and immediately assess prep and scan documents requires detailed knowledge of each business area and their differing requirements for forms. (200 different documents);Scan all documents and review images for quality control;Using multiple systems (KTM OnBase Outlook). Electronically code/name each image (validation) ensuring excellent accuracy on data entry. EZ Upload requires going to external sources such as R drive to ensure accuracy of electronic files being uploaded;Review documents and make decisions on how to split apart based on business rules;Accountable for securing processing bank deposits and maintaining inventory of all incoming cheques and cash to Equitable;Completion of multiple daily audit procedures for Money In returned mail processing;Address changes requiring extensive investigation of owner and insured records on multiple systems (Ingenium Unitrax Vax) with correspondence to Advisor of record;Prepare client contracts for mail out. Includes Audit of print from IT Operations Appropriate sorting of contracts for delivery to business or mailing; binding contracts final QA check on completeness of client contract test cases for Project implementations;Complete testing of new forms or processes for IT project implementations;Collate mailings stuffing of envelopes (manually and by machine) for mail out;Problem solve/provide support for all Equitable business teams (OnBase issues original retrieval mail delivery questions and issues);Pulling and re-filing of client records paper and microfiche files;Miscellaneous administrative functions within the department (welcome letters VAX contracts scanned apps dashboards etc.);Create/follow and improve established processes procedures and established standards to ensure the stability of the environment with minimal disruption to the business;Data Centre Facilities - Share responsibility for the operation maintenance and security of data centre facilities systems and data;Shares responsibility for managing vendor relationships including issue resolution and service level management;Routinely provides stakeholders with status updates on service issues; andResponsible for ensuring Print processes are in control and output is in proper order following any issues that occur. Preventative measures to ensure reduced risk of privacy you will bring:Good communication skills; both verbal and written;Attention to detail with an ability to identify when processes are not working appropriately;Sound working knowledge of MS Office Windows/Word; Excel Adobe Acrobat Internet and keyboarding skills;Ability to learn and apply new system applications;Learn various internal systems such as: Ingenium BMS Unitrax and VAX policyholder system FASAT salesforce system KOFAX OnBase Client OnBase Scan FASAT and KTM software programs;Work with Purolator ICS and Canada Post delivery systems;Previous experience with operation of various scanning hardware: OPEX VIDAR and KOFAX is an asset;Previous operation and maintenance of Microfiche machine and supplies is an asset;Knowledge of FAX and copier functions including clearing of problems is an asset;Excellent data entry skills with the ability to process high volumes under strict timelines;Strong organizational skills with attention to detail to ensure work is sent to the correct business workflow;Ability to problem-solve and make decisions on ambiguous documentation;Ability to multitask in a fast-paced environment;Ability to work effectively in team environment;Knowledge and application of document types (200) for all lines of business corporate and operational;Ability to deliver efficient and responsive customer service including some client correspondence to Equitable business units and MGAs/Advisors;Punctuality; andConfidentiality of all client records and in it for you:A workplace where care passion and curiosity arent just values theyre how we work grow and succeed together every day;A healthy work-life balance with employee wellness top of mind;We value open honest communication between team members challenging each other to continually improve;Employee resource groups that support an inclusive work environment;An onsite full-service cafeteria with a variety of daily options; andRegular EQ Together events focused on company togetherness and part of the recruitment process candidates may be asked to complete an assessment and will be required to undergo background screening in accordance with company policy. At Equitable were committed to fair pay and an inclusive accessible hiring experience. If you need accommodations or alternative formats at any stage just reach out to us at were happy to base pay will be based on your skills qualifications experience and youre selected to move forward our Talent Acquisition team will walk you through all the details of our total rewards program so you know exactly whats included.