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New Job Document Services Officer In Quebec

Document Services Officer
Document Services Officer

Document Services Officer

Company : Jobssummary / Indeed
Salary : Details not provided
Location : Quebec

Full Description

Requisition ID: 172416

Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.

Purpose of job

Responsible for providing administrative support to the Dealer Finance Centre’s Commercial Credit portfolio through secondary checks of loans granted and supporting documentation and through efficient maintenance of commercial account records to ensure the Bank’s standards are met. The incumbent provides a high standard of support to Account and Centre Management while maintaining confidentiality of customer and Bank information.

Major Accountabilities

Provide administrative support to the commercial loan portfolio in relation to authorized terms and conditions by:

  • Maintaining a record of all credit authorizations and ensuring accounting system input confirms to authorization;
  • Ensuring all loan advances are authorized and within limit or otherwise advised to management;
  • Ensuring appropriate records are established for monitoring account conditions, as required.

Provide administrative support to the commercial loan portfolio in relation to required documentation by:

  • Verifying that documentation as stipulated in the credit authorization is on file and in good form with omissions/defects recorded, advised and followed through to correction;
  • Verifying that all non-negotiable security documentation is current, accurate and entered into the appropriate files and followed up with customers for appropriate renewals etc. (eg. Fire insurance);
  • Verifying that operating account documentation (borrowers and non-borrowers) is on file and in good form with omissions/defects recorded, advised and followed through to correction;
  • Verifying that promissory notes are on file, as required, and executed properly with omissions/defects recorded, advised and followed through to correction;
  • Registering documentation, as required;
  • Establishing and following B/F systems to maintain currency of documentation held;
  • Ensuring that all documentation received is properly recorded, reviewed and approved and filed in accordance with Bank security regulations.

Prepare customer reports and loan returns as assigned.

Provide assistance with annual account analysis process.

Provide a high standard of customer service by:

  • Providing knowledgeable and courteous service to customers;
  • Checking and authorizing transactions within approved limits to ensure a very high degree of processing accuracy.

Be responsive to the needs of DFC Management and innovative in suggesting revised workflows to increase efficiency and support level.

Other Accountabilities

  • Ensuring Compliance to AML (Anti-Money Laundering) and KYC (Know Your Customer) policy;
  • Ensuring adherence to Information, Security and Policy Privacy Requirements;
  • Occupational Health & Safety Officer, as assigned.

Complexity of Position

The incumbent must acquire and maintain a thorough knowledge of Centre and Bank operating procedures including, but not limited to:

  • credit authorization and associated paper flows;
  • routine discount operation;
  • collateral and operating documentation;
  • recording, registration and administration of documentation;
  • promissory note procedures;
  • credit related returns and reports.

He/she requires effective communication skills to deal with staff and, on occasion, commercial clients. The incumbent must be flexible to a consistently changing environment (procedural and automated system changes).

The incumbent must be well organized with a systematic approach to set priorities/commitments and to accomplish a wide variety of goals. A high degree of tact, initiative and business acumen is required in solving problems.

Working Conditions

  • Sits in an office environment;
  • Close attention to documents with long periods of concentration while reviewing and verifying the accuracy of vouchers and reports;
  • Work tends to be somewhat cyclical, and while the majority of deadlines and time constraints are predictable, volumes can fluctuate, impacting the incumbent’s workloads.

Location(s): Canada : Quebec : Anjou

Scotiabank is a leading bank in the Americas. Guided by our purpose: "for every future", we help our customers, their families and their communities achieve success through a broad range of advice, products and services, including personal and commercial banking, wealth management and private banking, corporate and investment banking, and capital markets.

At Scotiabank, we value the unique skills and experiences each individual brings to the Bank, and are committed to creating and maintaining an inclusive and accessible environment for everyone. If you require accommodation (including, but not limited to, an accessible interview site, alternate format documents, ASL Interpreter, or Assistive Technology) during the recruitment and selection process, please let our Recruitment team know. Candidates must apply directly online to be considered for this role. We thank all applicants for their interest in a career at Scotiabank; however, only those candidates who are selected for an interview will be contacted.