Mailroom & Imaging Administrator

Mailroom & Imaging Administrator The Opportunity

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 the 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, advocate service excellence, and work to deliver client‑centric solutions, proactively developing strategic partnerships that allow Aviso to become a trusted advisor and partner.
• Execution – You are committed to achieving your goals and to succeeding. This includes focusing on “getting things done”, recognizing and seizing opportunities, continuously improving, taking accountability for your actions and learning from mistakes.
• Collaboration – You work collaboratively with others toward shared goals, contribute meaningfully to the team, encourage collaboration, build trust and inclusion, and establish effective relationships both inside and outside 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 locating original documentation.
• Ensure proper protocol is followed when processing and delaying requests.
• Be willing to learn numerous functions within the team.
• Assist 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.
• Use 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.
• Ensure internal manuals are current and updated with changes in company policy, industry regulation, and system/procedure changes.
• Communicate with peers and supervisor about issues/changes that arise from daily activity to keep all parties updated.
• Back up coverage for staff on vacation within the department.
• Track 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; 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.

• Competitive compensation package that rewards and recognizes individual contributions.
• Excellent health, dental and insurance benefits to meet the diverse needs of employees.
• Generous vacation time, fitness benefit, parental leave top‑up options.
• Matching contributions to our retirement program.
• Commitment to the continuous improvement of our staff through learning & development and an education assistance program.
• Regular social events to foster teamwork.

By submitting your application, you consent to the collection, use, and disclosure of your provided personal information for the purposes of assessing your qualifications and suitability for employment with Aviso. Your information will be handled in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and relevant provincial legislation. Your data may be shared with authorized personnel involved in the recruitment process and retained only as long as necessary to fulfill these purposes or as required by law.

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