Administration

• Process all retail lending requests in accordance with Credit Union policies, guidelines and established SLAs.
• Ensure security registration is completed in accordance with Credit Union policies and procedures and escalates exceptions to the Assistant Manager, Lending Services in a timely manner.
• Identify routine issues and resolves in a timely manner within own level of expertise.
• Escalate more complex issues to Assistant Manager, Lending Services for resolution.
• Identify and escalates areas of opportunity for process improvement or possible removal of redundant tasks to Assistant Manager, Lending Services.
• Supporting Centralized Transformation in learning, understanding, and performing reviews relating to lending

Lending Services Administrator – 12 Month Term

• Process real estate transactions-all types of deals (Buying, Listing, Leases, Builder) in Lonewolf software
• Send commission invoices to lawyers and co-operating brokerages
• Follow up with other brokerages and lawyers regarding commission cheques
• Communicate with Branch Managers, Administrators and Accounting regarding trades and agents’ requests
• Remind and follow up with agents about submitting paperwork (i.e. listing agreements) for deals processing and any other tasks related to the daily function of the deals processing department
• Respond to all agent emails on a timely basis
• Other duties as assigned by Management

Deals Administrator – Real Estate

• Work closely with our medical directors and clinical operations team to manage and strategize for the medical pillar at Felix regarding the functionality of our healthcare practitioners.
• Own file management: consolidate, update, and maintain electronic files and documents, including labs and referrals.
• Help create and follow a robust system to track lab requisitions, ensuring all results and documentation are received in full. Follow an audit process to review requisitions from prior months and contact both labs and patients when results for tests ordered are not received.
• Act as the liaison and support between the pharmacy and healthcare practitioner communications.
• Schedule, manage, and support healthcare practitioners and patients with audio/video consultations.
• Perform other related duties and tasks assigned by the clinical operations manager or medical director.
• Work closely with the customer support team.
• Help maintain clinical documentation and update training materials.
• Assist with responding to faxes and voicemails from external stakeholders.
• Perform a variety of administrative and data entry tasks to support our lab management processes.
• Assist healthcare practitioners with document management and basic editing of medical and insurance forms.
• Perform and be involved in QI/QA initiatives.
• As a personal health information delegate, safeguard and protect personal health information.

Medical Office Administrator

• L’administrateur(trice) de contrats assure la conformité des dossiers et coordonne les intervenants internes
• Retracer les soumissions et valider avec le client la conformité de la commande
• Effectuer les demandes d’ouverture de dossier client au département de la comptabilité
• Entrer les commandes dans le système de gestion manufacturier
• Compléter les formulaires de revue de contrat
• Participer activement aux rencontres de suivi de production internes et avec les clients
• Rédiger les rapports de statut de commande à transmettre aux clients
• S’assurer que la livraison se déroule correctement lorsque Gentec en est responsable
• Assurer le service après-vente et gérer le processus complet des retours de marchandises pour les demandes de réparation ou de non-conformité

Administrateur(trice) de contrats

• You diligently manage supplier/vendor registration and build relationships to resolve billing or outstanding payment issues.
• You enter invoices related to regular operations (information resources, marketing, legal, payment certificates and contractual holdbacks).
• You perform verification of invoices entered at facilities.
• You supervise the tax offset/withholding process and remittances to Revenu Québec.
• You ensure payments are made within declared service standards and timelines.
• You review employee expense accounts and corporate credit card statements.
• You perform bank reconciliations.
• You ensure payment compliance with Quebec and Canadian laws, including tax rules related to GST (TPS), QST (TVQ) and accommodation taxes, and prepare related tax reports.
• You record journal entries and perform period-end reconciliations.
• You participate in the preparation of year‑end working papers for external auditors.
• You provide support to head office and facility stakeholders for files under your responsibility.
• You propose solutions to optimize workflow and reduce processing times.

Administrative Technician

• Support client onboarding by completing required client questionnaires and administrative setup documentation (e.g., tax and billing details).
• Set up new eBilling clients and matters, ensuring compliance with client billing guidelines and firm requirements.
• Manage matter onboarding activities in Intapp Matter Open, including data validation, client ID entry, and completion of “ready to bill” requirements.
• Coordinate communications with Practice Assistants and eBilling Coordinators to support timely matter activation within client billing platforms.
• Arrange and maintain access for eBilling team members to client eBilling systems.
• Monitor the BLG eBilling mailbox and respond to inquiries, route notifications to stakeholders, and distribute accrual notifications to eBillers as required.
• Submit Chrome River invoice submissions for client platform fees and related administrative items.
• Provide backup support to eBilling Coordinators when required to maintain service continuity.
• Provide general administrative support to eBilling Coordinators and support the overall efficiency of the team.

eBilling Administrator

• Daily oversight and supervision of site inspector(s) for assigned projects
• Monitoring construction activities, ensuring cost, schedule, and quality standards are met
• Reviews requests for payment draws from Contractors and prepares payment certifications
• Communicates recommendations to the Project Manager, Client, and design team
• Prepares documents and maintains file management of project-related information

Construction Contract Administration – Conveyance

• Provides a variety of medical reception and administration services for a busy medical and mental health clinic for university students.
• Optimizes patients’ satisfaction, clinician time, and treatment room utilization by booking appointments in person or by telephone.
• Registers patients by collecting all demographic and billing information needed by Health and Wellness (H&W).
• Answers patient enquiries about available services and about health insurance.
• Ensures smooth patient flow is maintained through booking appointments and filling cancellations.

Medical Administrator

• Creates Purchase Orders as required
• Supply net ordering
• Submission of coding of Alberta Health Fellowships payments to staff services
• New Accounts Receivable customer set up
• PGME grant tracking
• P-card reconciliations
• Creation of Award Letters
• Support and back up the finance focused Department Administrator
• AP/JV's
• Completing and submitting honorarium and non-employee reimbursement forms
• Creation and maintenance of CCID's
• Distribution and submission of performance appraisals
• Clinical Faculty appointment follow up, renewals and new appointments
• Vacation balance monitoring
• Support and back up HR focussed Department Administrator
• Key request and distribution, AHS badge and access requests
• Create grant amendments and proposals
• Monitor monthly balances for over expenditures
• Work with researchers to determine how to clear over expenditure
• Facilitate departmental awards and communicate with Research Committee
• Track patients for clinical trials to facilitate billing
• Organize documents for investigator binders
• Planning of, attendance at, and assistance on day of departmental events
• Coordination of catering, room rentals etc. for departmental events
• Support and maintain the departmental intranet
• Assists with drafting and maintaining departmental process documents and procedure manuals
• Boardroom bookings
• Additional duties as required

Assistant Department Administrator

• Coordinate day-to-day office operations and workplace administration
• Coordinate technology onboarding, equipment, software licensing, and day-to-day IT support with external providers
• Process bi-weekly payroll
• Support employee onboarding, offboarding, recruitment administration, payroll, and benefits processes
• Maintain employee records, administrative documentation, and organizational systems
• Assist with planning staff meetings, organizational events, and internal initiatives
• Process accounts payable invoices, employee expenses, and vendor payments
• Support month-end financial administration and audit preparation
• Develop and improve administrative processes, procedures, and documentation
• Contribute to organization-wide projects and continuous improvement initiatives

Administration Specialist

• Accurately and efficiently process transfers in accordance with company policies and procedures, and review and approve staff journals
• Review and process month-end reconciliations within deadline
• Ensure proper protocol when delaying requests, and be concise when updating tracking systems with relevant information from internal and external sources
• Use pertinent systems in compliance with company policy and industry regulations (e.g., laserfiche, OSM, Dataphile, ATON)
• Communicate with peers and Supervisor to ensure they are kept up to date on any issues/changes that arise from daily activity
• Ensure internal manuals are current by updating any changes in company policy, industry regulation and system/procedure changes
• Act as a department resource, providing coaching and mentoring to staff and coverage for the team and Supervisor
• Act as a project lead on department projects and represent the team on larger projects
• Understand the impact to internal and external partners and clients, researching and promptly resolving escalated issues
• Provide quality customer service, consistently meeting or exceeding partner and client expectations in day-to-day dealings
• Exercise sound judgment when balancing the needs of our partners against the needs of the business when handling issues, changing procedures, etc.
• Foster an environment of continuous improvement that leads to idea generation, curiosity, and participation in various initiatives

Senior Transfers Administrator – Temporary

• Proper security registration is in place to ensure that all transactions are properly executed at the client level, enforceable, and binding to the corporation.
• Assist with the Operations team on pre-registration and manual registration requests as needed
• Ensure that PPSA registration information is entered into the system of record in a timely manner
• To maintain DLL’s priority registration position, request and review debtor and serial number searches to determine if collateral waiver letters are required, issuing letters to third party creditors, and follow up on sent letters to ensure they are signed and returned to DLL
• Liaise with numerous departments to ensure PPSA registration is amended to reflect change in debtor or equipment, as well as releasing any held back funds from dealers for delivered equipment
• Receive requests for PPSA waiver responses; perform appropriate debtor and asset searches within various systems. Coordinate verifications with other departments in order to provide the appropriate response.
• Review and process discharge requests and support end of term release documentation/letters.
• Manage inventory registration requests and reception of PMSI notifications
• Manage the onboarding and maintenance of users and data in our third-party PPSA platform, Collateral Guard
• Manage the daily PPSA reporting process, working with CMS, our third-party provider, to ensure that registrations are flowing through our mid-office systems to Collateral Guard accurately, and make corrections as needed
• Liaise with risk and legal to find the optimal solutions for meeting the customer’s needs.
• Meet established service level standards to respond to incoming customer requests.
• Ensure that the team goals are met including turnaround time, advise management if it is in jeopardy.
• Participate in department and cross-functional initiatives
• Other duties as required

PPSA Administrator, Contract

• Completes a range of branch support transactions and tasks including but not limited to: balancing and processing clearings, posting returned items, charge backs, credit card clearing and adjustments, and ATM/CAFT and MTS; processes administration and payment of Requirement to Pay/Family Maintenances/Garnishee orders etc.
• Completes administration tasks related to creating and maintaining retirement portfolios (RSP RIF, TFSA) and ensures maintenance of locked in products; conducts reconciliation and audit of these products, as required.
• Achieves a high degree of employee and member satisfaction by providing friendly, professional and efficient service; responds promptly to enquiries, verifies transactions and solves problems or issues, as required; meets department services standards while ensuring all department requirements are completed.
• Follows established procedures with respect to confidentiality, negotiable items, equipment and surroundings to meet safety and legal and procedural requirements.
• Completes general duties as assigned to support centralizing of administration, duties may vary and include tasks that are incorporated into the department at some point in the future.

Member Fulfillment Centre Administrator

• Setting up member records and ensuring profiles are updated with accurate information by confirming change requests with members and business partners
• Creating, updating, and assigning cases and leads to appropriate OMA Insurance teams for handling
• Monitoring email inboxes and queues for inquiries, referrals, and sales or consultation requests from members and business partners, ensuring proper handling and distribution
• Responding to member inquiries, requests and providing support as needed
• Providing and following up with third-party insured members on notification reminders to assist in coverage retention
• Informing the sales team of any third-party changes affecting in-force coverage
• Checking and handling inbound and outbound mail, and triaging correspondence to applicable internal and external parties
• Managing and distributing reports vendor commission statements to the applicable teams
• Maintaining and tracking and ordering office supplies, along with providing any additional administrative support as needed
• Adhering to agreed-upon OMA Service Level Agreements and ensuring information accuracy based on member service requests using proper activity settings
• Presenting as a good brand ambassador of the OMA who displays professionalism, courteousness, patience, and understanding when dealing with our members

Insurance Administrator

• Support the Sales team in daily administrative activities.
• Manage internal SOX approval process for sales proposals/contracts.
• Proofread and edit sales documents as required.
• Manage collection, filing, and distribution of signed contract proposals.
• Prepare Service Order Checklist for internal distribution.
• Provide finance with signed contract proposals for monthly reporting.
• Maintain and track contracts and agreements for reporting through Sales Tracking Log.
• Assist in preparation of sales presentations and materials as required.
• Maintain sales contact lists and assist with logistical arrangements for client events or meetings.

Sales Administrator

• Lead projects through construction phases
• Coordinate and communicate with EOR, sub-consultants, utility owners, contractor, and other stakeholders
• Prepare and distribute weekly and monthly progress reports
• Prepare and review documentation for disputes, such as RFI responses, change order development, and issues or claims
• Successfully assist owner in managing and delivering projects on time and on budget
• Utilize internal Project Management Information Systems; Procore experience preferred
• Present findings to clients and design teams through effective oral and written communication
• Attend monthly progress and preconstruction meetings with owner, contractor, and engineering design team
• Manage and coordinate subconsultant firms for the program and monitor costs and invoices

Contract Administrator – Tunnel Construction

• Open client files and enter new policies into internal systems
• Analyze and validate information and carry out necessary follow-ups
• Process decisions issued by underwriters
• Verify approved policies to ensure compliance before distribution
• Submit required corrections for non-compliant contracts
• Print and send documents (paper or portal) as needed

New Business Administrator

• Prepare and/or review discharge documents for accuracy to submit to management for execution.
• Have documents signed and distributed to the appropriate party.
• Review weekly reports to identify residential and commercial loans requiring discharge documentation and prepare/distribute appropriately by line of business, on an individual loan basis.
• Liaise with solicitors and financial institutions regarding discharges.
• Reconcile discharge reports and keep other departmental reports updated as necessary.
• Identify potential risks such as discrepancies in the documentation or payout funds received.
• Understand and follow policies, guidelines, and procedures.
• Conduct title searches using various provincial search engines.
• Complete requests as assigned by management

Discharge and Assignment Document Administrator

• Provide administrative support to Desjardins components and help administer specialized products and member/client accounts
• Advise and assist clients and partners as part of intervention and development initiatives
• Recommend solutions to improve or optimize standards, policies and programs
• Prepare recommendations, solutions and action plans based on the organization’s objectives and priorities
• Help solve complex problems using analytical skills and extensive knowledge of your line of business
• Coordinate and interact with stakeholders working in other fields

Product Administration Advisor

• Manage end-to-end travel logistics for senior leaders, including flights, accommodation, ground transportation, security, and visas (as required); prepare detailed itineraries and proactively manage disruptions
• Support invoice and expense administration for senior leaders, including expense report preparation, invoice/receipt tracking, coding/reconciliations (as applicable), and coordinating approvals in line with internal policies
• Coordinate logistics for leadership meetings, site visits, and cross-functional sessions, including boardroom scheduling, catering, technical setup, and ensuring meeting readiness (materials, room setup, virtual links)
• Support the Manager of Administration in the development, implementation and administration of a global travel program, including liaising with vendors and agencies to obtain competitive terms for corporate travel arrangements
• Stay current on industry trends, travel guidelines, and emerging technologies to ensure safe, cost-effective and efficient travel procedures are in place
• Contribute to improving administrative processes, policies and workflows to enhance efficiency and ensure consistent application
• Support the planning and execution of internal events and leadership meetings, coordinating vendors, timelines, and materials
• Provide backup administrative support to First Mint operations as needed, including assisting with bullion shipments, documentation, internal coordination, and events/logistics
• Serve as backup to the Manager of Administration to provide executive support to the C-suite and oversee office management, acting as a point of contact for urgent matters and stepping into coordination roles for events and logistics as required
• All other duties and responsibilities as assigned

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