Branch Operations Assistant

Montreal, Quebec / Québec, Canada

POSITION SUMMARY:

To provide branch support to Management, Advisors, Associates and clients. To act as a liaison between head office and the Branch on all issues.Acting as receptionist answering main switchboard and relaying messages

MAJOR ACCOUNTABILITIES
1) Ensure a high level of client service via reception by:
- Acting as receptionist answering main switchboard and relaying messages
- Greeting clients
- booking all external and internal meetings in the boardroom
- ordering in catering as applicable
- ensuring branch lists current
- ensuring branch vacation lists current with buddy system in place
2) Manage all banking functions by:
- Processing all cash and certificate deposits and withdrawals in timely and accurate manner
- Maintain a complete understanding of compliance regulations regarding banking regulations
- Complete courses as required such as Anti-Money Laundering
3) Manage all non-trade functions by:
- ensuring trade corrections and trailers entered in a timely fashion consistent with regulatory regulations
- entering all New Issues tickets (where applicable)
- ensuring re-organization notices are distributed and responded to in a timely fashion
4) Manage all name and address functions by:
- Completing all non OAM (online account management) functions including address changes and shareholder communication information
- Collecting and distributing account documentation from Advisors to Name and Address department in Head Office
- reviewing restricted account lists and advising Advisors accordingly
- managing account closures by ensuring accounts have no cash or security balances
- changing the status of accounts from active to inactive where there are no cash balances but do contain securities with no value
- maintaining Branch House accounts
5) Manage the efficiency of Branch Operations procedures by:
- Maintaining the branch mail system by ensuring mail is opened in a secure area and distributed in a timely manner
- Maintaining the branch postage machine
- Ensuring inter-office mail is collected and forwarded to Head Office
- Ensuring all courier packages are picked up and delivered and billed appropriately
- Maintaining files on all prospectus and documenting name and address of those who receive a prospectus
- Printing and distributing reports in a timely and efficient manner
- Ensuring cost effective ordering of branch supplies
6) Manage the Branch Systems Administration by:
- Working with the Branch Management team on all technical issues effecting the operations of the branch
- ensuring all workstations are running at maximum efficiency
- ensuring all voice and data communication equipment in good working order
- maintaining lists of branch users and passwords
- ensuring back up tapes are changed regularly
- escalating issues to the Technology department as required
- Liaising with the Operations Training Specialists on all new initiatives and roll outs
- Ensuring all branch staff are updated on new procedures affecting Eclipse
Providing basic level training on all Eclipse workstation applications

SKILLS, KNOWLEDGE & BEHAVIOURAL COMPETENCIES:

Musts:
- Professional telephone manner
- Excellent communication skills
- Able to work with little supervision
- Able to complete tasks in an accurate, timely fashion
- Service and detail oriented
Preferreds:
- Computer skills
- Excellent verbal and written communication skills
- Banking background
- Reception background

WORKING CONDITIONS
- Fast paced often high stress environment
- Daily deadlines must be adhered to

OTHER INFORMATION:

The Scotiabank Group is an equal opportunity employer and welcomes applications from all interested parties. We thank you for your interest, however, only those candidates selected for an interview will be contacted.
No agencies please.