Mailroom & Imaging Administrator

Aviso Wealth

At Aviso, we are dedicated to improving the financial well-being of Canadians. As a leading wealth management organization, we are committed to leadership, innovation, partnership, responsibility, and community. Working with talented and energetic professionals who exemplify our values every day, you will quickly notice that our people and dynamic ‘oneaviso’ culture sets us apart. If you are looking for interesting and challenging work, at a company committed to its people, find out more about what Aviso has to offer at

We’re looking for a Mailroom & Imaging Administrator to join our Operations team.

Reporting to the Supervisor, Mailroom & Imaging Analyst the Mailroom & Imaging Administrator is responsible for distribution of mail and faxes to all departments within Aviso. This position requires daily interaction with internal departmental staff and external parties, providing both processing and administrative support.

• Service – You put your clients’ needs first. You advocate service excellence, and work to deliver client-centric solutions, and proactively develop strategic partnerships that allow Aviso to become a trusted advisor and partner
• Execution – You are committed to achieving your goals and to succeed. This includes focusing on “getting things done”, as well as recognizing and taking advantage of opportunities as they arise. You are consistently looking for ways to improve your personal best and see value in continuous improvement. You take accountability for your actions and learn from mistakes
• Collaboration – You work collaboratively with others with the common goal of driving positive results. Making meaningful contributions to your team to achieve organizational goals is a priority. You proactively encourage collaboration, build trust and inclusion, and work to establish effective relationships both inside and outside of the organization

• Receive, prepare, verify and scan all incoming documents, cheques, faxes and emails
• Accurately distribute documents to the correct department
• Assist with filing and location of original documentation
• Ensures proper protocol is followed when processing and/or delaying requests
• Be willing to learn numerous functions within the team
• Assist with various departments by accurately distributing documents within set service levels
• Send mail/couriers using Canada Post, Fed Ex and Purolator within daily pickup deadline
• Receive and prepare all incoming mail, documents, and paperwork
• Process and distribute incoming cheques
• Uses all pertinent systems (Laserfiche, OSM, and Dataphile) properly in compliance with company policy and industry regulation

• Ensure notes on systems are clear and concise with relevant updated information from internal and external sources
• Ensures internal manuals are current and updated with changes in company policy, industry regulation and system/ procedure changes
• Communicates with peers and supervisor of issues/ changes that arise from daily activity to ensure all parties are kept up to date on such issues/ changes
• Back up coverage for staff on vacation within the department
• Tracks all documentation to report on a daily basis to the Supervisor

• High School Diploma
• Minimum 1 year work experience within an office environment
• Fluent communication skills in English are required and bilingual skills in French are an asset
• Ability to work independently and as part of a team to achieve required objectives
• Self-motivated and results driven
• Strong attention to detail and accuracy
• Strong organizational, time management and administrative skills
• Strong customer service focus, ability to build and maintain relationships
• Proven ability to work well under pressure and in a fast-paced environment
• Flexible to meet changing needs and manage deadlines

At Aviso Wealth, you will find a dynamic and inclusive culture that rewards innovation and celebrates success.
Here are a few things that set us apart:

• Competitive compensation package that rewards and recognizes individual contributions
• Excellent health, dental and insurance benefits to meet the diverse needs of our employees
• Gen…