Job summary : The Marketing Coordinator + Business Services Supervisor is responsible for coordinating all human resource and administrative related functions as well as broker contacts, communications and internal/external event planning. This role also provides administrative assistance to the Regional Vice President and Assistant Vice President as directed.

Job Description

Specific responsibilities

Marketing + Broker Management System

• Broker set-up and maintenance in our dBase and Oracle systems (incl. broker code management, broker changes and cancellations)
• Create and maintain all broker contracts and files;
• Assist with EDI and eDoc set-up for brokers
• Maintain the various broker databases;
• Respond to broker inquiries, marketing items, change requests as required;
• Follow up for late payments as requested by accounting department and provide updates to management
• Analyze and compile broker visit data;
• Plan, organize & implement all corporate activities in the region including the annual Board of Director meetings.
• Plan, organize & implement in broker events such as the IBABC + CUISA conferences
• Prepare and distribute broker marketing bulletins.
• Coordinate the annual broker survey action plan, branch activity report and other relevant meetings to support the business plans.

Human Resources

• Liaison with OGI Human Resource Department for all human resource related activities including new employees on-boarding, termination documentation, benefits information, vacation and performance management process, etc. support.
• Supervise Business Services personnel (mailroom + reception).
• Ensure all reception + mailroom functions are completed in a timely manner & high quality service levels are provided to our brokers.

Administration + Other

• Lead the coordination of all budget related activities for admin department.
• Manage the unclaimed property process.
• Manage all office administrative and Burnaby Centre related items.
• Support RVP and AVP in completion of monthly expense reports.
• Lead, plan & implement all social committee activities and staff event celebrations.
• Provide backup for Reception if no other approved resources are available.
• Support the RVP, AVP and Regional Management Team on various tasks as required.

Experience and education

• Management and leadership skills.
• Proficient in MS Word, Excel, Power Point, working knowledge of MS Access.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to prioritize, maintain calm under pressure, meet deadlines and maintain strict confidentiality.

Qualities and aptitudes

• Post secondary education.
• Five years of related experience.
• Accounting designation, an asset.