Job Description
Qualified Financial Services is a rapidly growing, full-service Managing General Agency specializing in Life Insurance and Wealth Management products. Our head office is located in Toronto and we have additional offices in Markham, Barrie, Kingston, Ottawa, Montreal, Saint John and Halifax and we continue to grow! We are committed to providing the best support possible to our Advisors and pride ourselves as being innovative, passionate industry leaders in this regard. We offer a flexible, positive and rewarding place to work with considerable opportunity for growth. For more information on our Company please visit www.qfscanada.com.
Position Summary
As the Administrative Support Specialist, you’ll be the welcoming face and steady anchor of our office. No two days will be the same, one moment you’re greeting visitors with a warm smile, the next you’re managing incoming mail, juggling calls, and keeping the office running smoothly. You thrive on variety and take pride in creating a professional, well-organized environment where everyone feels supported.
You’re a natural multitasker who enjoys moving between tasks, from responding to inquiries and entering applications into our system, to tracking sales campaigns and preparing client summaries. You’re detail-oriented, but also quick on your feet when priorities shift. You value accuracy and efficiency, and you know that great office support is about more than just getting things done, it’s about doing them well, every time.
You’re collaborative and approachable, working closely with peers across the organization to keep things running seamlessly. You’re not afraid to ask questions, jump in where needed, and find ways to make processes smoother. Staying calm under pressure is second nature to you, and you keep your sense of humor even on the busiest days.
Responsibilities:
Office Management and Reception
· Greet and assist office visitors in a professional and welcoming manner
· Open and distribute incoming mail promptly, both internally and externally
· Respond to a high volume of email and phone inquiries with a focus on timely, one-call resolution
· Oversee general office supplies and provide on-site management to team members as needed
Data Entry and Record Maintenance
· Enter new applications into the internal system and verify electronically submitted files for accuracy
· Monitor and action CITS feeds daily
· Maintain up-to-date advisor licensing and E&O records in the internal system
Case Support
· Share Large Case submissions with internal teams and Leadership
· Retrieve and prepare policy summaries and client listings as needed
· Issue advisor policies as required
· Process straightforward policy service requests, such as PAC changes, beneficiary updates, and payment remittals that do not require follow-up
· Take on additional tasks or projects as assigned
Qualifications:
- Previous experience in an administrative/ customer service related role
- Proficiency in the Microsoft suite of products
- Masterful at managing multiple priorities and changing priorities
- Strong communication skills; the ability to think ahead and proact vs only react
- Solid organizational skills with a strong ability to meet deadlines
- Exceptional analytical and judgement skills
- Naturally positive and engaged person.
- Upbeat, solutions-oriented, and loves achieving results and contributing to the team
- Polished and professional with a strong work ethic
- Pays close attention to detail, ensuring all documentation, spelling, grammar and other information is accurate
- Excellent follow-up skills
Job Types: Full-time, Permanent
Pay: $46,500.00-$48,000.00 per year
Benefits:
- Dental care
- Extended health care
- Paid time off
Application question(s):
- Attendance and dependability is important to us. How do you usually communicate with your employer if you need to be late or absent?
Education:
- Secondary School (required)
Experience:
- administrative assistant: 2 years (required)
Language:
Work Location: Hybrid remote in Ottawa, ON
