Mail Administrator I

Our client is a top financial institution with significant North American holdings. They have operations across most major verticals, including institutional & corporate, wealth management, private clients, commercial banking, treasury, and retail banking. Introduction: Prime Hires is seeking a skilled Mail Administrator I to join our client in support of an existing vacancy. Contract Period: 4 months Pay Rate: $18 per hour Location: Halifax, NS Location Type: Onsite Business Hours: Monday-Friday, 4:00 PM – 12:00 AM Job Responsibilities: Responsible for opening, preparing and categorization of all mail. Analysing the content of the documents to initially identify to which Business area/work type it belongs. Ensure accuracy of work redirected to appropriate processing queues, prioritizing to minimize negative financial impacts across business units. Accurately redirect work to proper queues to avoid potential delay in downstream processing and financial impact. This role may require indexing and quality check of back end and front-end documents for business areas. Enter values based on client policy/account/group number and client information. Documents must be indexed correctly to ensure Business Users are able to retrieve material quickly and efficiently for reference. The incumbent is required to adequately process cheques and documents, accordantly to DMS procedures. Verify cheque accuracy in order to scan and index effectively. Also prepare the cheques pre-deposit as well as the deposit. The incumbent is required to operate high speed document scanners in a fast paced and fluctuating workflow environment with a reasonable amount of both software and hardware trouble shooting daily. Provide front-line quality customer service by ensuring all service levels are met. Must be flexible, adapt to change, and have effective coping skills while working within these deadlines. Ability to multi-task, maintain high level of speed and accuracy, and prioritize the daily workload is essential to the success of maintaining service levels. Assist with projects and effort/time tracking as required. Perform administrative functions as required (i.e. ensure the appropriate level of barcode stock is maintained, sending paperwork to customers, faxing, photocopying, and tracking and filling of mail and courier logs). Verification of information on original documents and redirecting imaged material via AWD to alternate processing areas. Learn all Business Unit lines to process received documents within Imaging Services. A significant amount of cross-training will be provided. Experience & Qualification Requirements: High school degree required. Experience operating office equipment and ability to trouble shoot minor hardware and software issues. Strong organizational and time management skills for a high volume, deadline driven environment. Critical attention to detail and accuracy. Works well independently as well as in a team environment. Ability to manage fluctuating volumes of work and to set short term priorities. Proficient in MS Office, web applications, scanning equipment. Ability to maintain confidential information. Accuracy and attention to detail. Able to perform heavy lifting throughout the workday (up to 50 lbs). Flexibility in working different shifts. Knowledge of all Business area documents. Must be knowledgeable of all Business Unit documents, training is provided. This includes analyzing documents to determine the appropriate Business area and work type. Identify documents for financial/non-financial criteria. This is a critical role as it is imperative that Business Units maintain their service standards to the customer. It is critical that this function is carried out with the highest level of accuracy to prevent possible negative financial impacts to the Company. Ensure that all services provided continually meet the service levels set by the business units. Must be able to determine priorities as volumes fluctuate daily. Time constraints and having no control over fluctuating volumes are often the main challenge of this position. Prioritizing, multi-tasking and staying organized are essential to maintain accuracy and meeting deadlines. Many of the tasks are repetitive and require a high level of accuracy and efficiency. How to Apply: If you are a motivated professional looking to contribute to a leading team, please submit your resume outlining your qualifications and experience relevant to this role. Prime Hires & the clients we represent, value diversity and are committed to creating an inclusive workplace. We invite all qualified individuals to apply. Background screening is required as part of the onboarding process. The type of screening required (criminal, credit, or other verifications) will vary based on the position and client requirements. We use AI technology as part of our application review process to assist with screening and assessment. All applications are also reviewed by our recruitment team. Prime Hires & the clients we represent are equal opportunity employers, committed to diversity and inclusion. Prime Hires is a certified diverse supplier and actively seeks to foster a representative and inclusive workforce. We welcome applications from all qualified individuals, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, Aboriginal status, or any other legally protected factors. We champion building a diverse and inclusive environment.

Responsible for opening, categorizing, and indexing mail and documents to ensure they are routed to the correct business queues. The role involves operating high-speed scanners and processing cheques according to company procedures to prevent financial impact.

Requires a high school diploma and proficiency in MS Office and scanning equipment. Candidates must be able to perform heavy lifting up to 50 lbs and work a late-evening shift.

• Time managementPreferred
• OrganizationPreferred
• Attention to detailPreferred
• Data entryPreferred

Identified from the job description. Confirm important requirements above.

• Mail Administration
• Document Indexing
• Document Scanning
• Cheque Processing
• MS Office
• Time Management
• Attention To Detail
• Hardware Troubleshooting
• Software Troubleshooting
• Data Entry
• Organization
• Multi-tasking

• Administrative
• Finance & Accounting
• Customer Service & Support

Minimum education

High school

Minimum experience

0+ years

Apply by

Sep 5, 2026

Posting language

English

Working hours

40 hours per week

Seniority

Entry level

Application method

Direct apply is available