Branch Administrator

We are a leading financial services provider committed to making decisions easier and lives better for our customers and colleagues around the world. From our environmental initiatives to our community investments, we lead with values throughout our business. To help us stand out, we help you step up, because when colleagues are healthy, respected and meaningfully challenged, we all thrive. Discover how you can grow your career, make impact and drive real change with our Winning Team today.

Job Description

The opportunity

Manulife Wealth is a leading provider of insurance and wealth solutions to meet the diverse needs of Canadian families. Within GWAM Canada, Manulife Wealth is comprised of three distribution firms (Advisory Services), an ID(Investment Dealer), an MFD(Mutual Funds Dealer) and an insurance MGA (MWISI ). Through these three firms we work with over 2000 of Manulife's most closely aligned independent advisors from across Canada.

The Branch Administrator is responsible for the day to day administrative and operational duties required to support Branch advisors in our Wellington location.

The role is required to be an onsite presence in the office with some flexibility.

Key Accountabilities:

This role provides reception and administrative support to the Branch Office at 79 Wellington Street West Toronto. This position requires excellent customer service skills, professionalism, and the ability to create strong working relationships with advisors.

Administrative Support for Branch Office (65%)

• Act as receptionist/greets all visitors and callers.
• Answer, screen and forward any incoming phone calls while providing basic information when needed.
• Receive and sort daily mail/deliveries/couriers.
• Monitor and manage Building Engines website for tenant work orders.
• Assist with maintaining filing system
• Maintain site facilities, including ordering office and kitchen supplies and refreshments.
• Coordinate on site presentations with partners and other social events.
• Maintain contact with Building property services.
• Established office procedures and documented processes to promote efficiencies in the future.
• Maintain the office A/P invoices ensuring prompt payments are made.
• Maintain online emergency communications database.
• Onboarding new advisor (workstation, security, telephone, parking).
• Handle client cheque deposits for branch advisors (maintain log of deposits for compliance).
  

Job Requirements:

• College education preferred.
• Excellent telephone manner and customer service skills.
• Minimum two years of administrative experience, preferably in a property management or real estate environment.
  

Skills required:

• Highly organized and able to work in a busy office environment.
• Strong communication skills - verbal and written.
• Proficient in Microsoft Word, Excel, and PowerPoint, with an aptitude for technology commonly found in offices.
• Resourceful and proactive in dealing with issues that may arise.
• Organized and able to adapt to changing priorities.
• Team player with a positive attitude
• Incumbent is responsible for greeting all visitors to the Manulife Weatlh Corporate office with a professional and mature attitude and to provide any assistance that visitors may require.
• Managing and paying various expenses of branch and managing process to charge back advisors
• Daily banking for advisors
• Managing laptops with third party vendor
• Prompt and professional handling of all incoming calls.
• Management of complaint calls and successful sourcing and retrieving of information as requested.
• Keeping apprised of constant changes within the company in order to provide an effective network of current information.
• Co-ordination of courier shipments as instructed (includes packaging, labeling and follow-up on point of destination).
• Ordering office supplies for the reception area, supply room, photocopier room and pantry area.
• Provide support to advisor Marketing Assistants where required.
• Creating and maintaining a process and procedures manual for the Reception Desk and ensuring that the information remains current.
• Responsible for day to day cleanliness of the entire branch (ex: loading and emptying dishwasher, watering plants)
• Co-ordination of a weekly external visitor list and liaising with Security.
• Experience with Avaya telephone system (conferencing, transferring, voice mail, etc.)
• Excellent PC skills in a Windows XP/ Windows 7 environment (Office 365, Word, Excel, Outlook, Internet).
• Experience with internal systems such as Concur
• This position must be staffed from 8:30 am. to 4:30 pm EST

What can we offer you?

• A competitive salary and benefits packages.
• A growth trajectory that extends upward and outward, encouraging you to follow your passions and learn new skills.
• A focus on growing your career path with us.
• Flexible work policies and strong work-life balance.
• Professional development and leadership opportunities.
  

Our commitment to you

• Values-first culture
  We lead with our Values every day and bring them to life together.
• Boundless opportunity!
  We create opportunities to learn and grow at every stage of your career.
• Continuous innovation
  We invite you to help redefine the future of financial services.
• Delivering the promise of Diversity, Equity and Inclusion
  We foster an inclusive workplace where everyone thrives.
• Championing Corporate Citizenship
  We build a business that benefits all stakeholders and has a positive social and environmental impact.

About Manulife and John Hancock

Manulife Financial Corporation is a leading international financial services group that helps people make their decisions easier and lives better. With our global headquarters in Toronto, Canada, we operate as Manulife across our offices in Asia, Canada, and Europe, and primarily as John Hancock in the United States. We provide financial advice, insurance, and wealth and asset management solutions for individuals, groups and institutions. At the end of 2022, we had more than 40,000 employees, over 116,000 agents, and thousands of distribution partners, serving over 34 million customers. At the end of 2022, we had $1.3 trillion (US$1.0 trillion) in assets under management and administration, including total invested assets of $0.4 trillion (US $0.3 trillion), and segregated funds net assets of $0.3 trillion (US$0.3 trillion). We trade as ‘MFC’ on the Toronto, New York, and the Philippine stock exchanges, and under ‘945’ in Hong Kong.

Manulife is an Equal Opportunity Employer

At Manulife/John Hancock, we embrace our diversity. We strive to attract, develop and retain a workforce that is as diverse as the customers we serve and to foster an inclusive work environment that embraces the strength of cultures and individuals. We are committed to fair recruitment, retention, advancement and compensation, and we administer all of our practices and programs without discrimination on the basis of race, ancestry, place of origin, colour, ethnic origin, citizenship, religion or religious beliefs, creed, sex (including pregnancy and pregnancy-related conditions), sexual orientation, genetic characteristics, veteran status, gender identity, gender expression, age, marital status, family status, disability, or any other ground protected by applicable law.

It is our priority to remove barriers to provide equal access to employment. A Human Resources representative will work with applicants who request a reasonable accommodation during the application process. All information shared during the accommodation request process will be stored and used in a manner that is consistent with applicable laws and Manulife/John Hancock policies. To request a reasonable accommodation in the application process, contact recruitment@manulife.com.

The annual base salary for this role is listed below.

Salary range is expected to be between

If you are applying for this role outside of the primary location, please contact recruitment@manulife.com for the salary range for your location. The actual salary will vary depending on local market conditions, geography and relevant job-related factors such as knowledge, skills, qualifications, experience, and education/training. Employees also have the opportunity to participate in incentive programs and earn incentive compensation tied to business and individual performance.

Manulife offers eligible employees a wide array of customizable benefits, including health, dental, mental health, vision, short- and long-term disability, life and AD&D insurance coverage, adoption/surrogacy and wellness benefits, and employee/family assistance plans. We also offer eligible employees various retirement savings plans (including pension and a global share ownership plan with employer matching contributions) and financial education and counseling resources. Our generous paid time off program in Canada includes holidays, vacation, personal, and sick days, and we offer the full range of statutory leaves of absence. If you are applying for this role in the U.S., please contact recruitment@manulife.com for more information about U.S.-specific paid time off provisions.