Job Summary An Administrator’s primary responsibility is account administration through the processing of various client-based financial and non-financial transactions, adhering to required timelines and priorities. An Administrator is required to work as part of a team to support the building of strong relationships, by ensuring all documents and transactions are completed with a high level of accuracy and clarity in accordance with Olympia guidelines.

Duties & Responsibilities

Team-Specific

- Process and accurately record mortgage-related transactions, ensuring completeness, accuracy, and compliance with established procedures, controls, and service standards.
- Promptly identify, investigate, and follow up on transaction discrepancies, processing errors, documentation deficiencies, or system exceptions, ensuring timely resolution and escalation when required.
- Coordinate with the Client Service teams and internal stakeholders to facilitate the accurate and timely completion of mortgage transactions in accordance with operational requirements and service standards.
- Process mortgage-related administrative activities, including incoming mail, cheque transactions, payment requests, funding requests, and other mortgage administration requests in accordance with established procedures.
- Establish and maintain approved third-party lawyer banking information, wire instructions, broker records, and administrator information in accordance with internal procedures and controls.
- Maintain accurate transaction records, documentation, and audit trails to support compliance requirements, operational reporting, and effective mortgage administration.
- Collaborate with internal departments and stakeholders to resolve operational issues, answer transaction-related inquiries, and support seamless mortgage processing.
- Assist with team projects, workflow clean-up, process updates, and administrative support activities as required to improve accuracy, consistency, and service delivery across the Mortgage division.
- Contribute to the continuous improvement of mortgage administration processes by identifying operational efficiencies, recommending enhancements, and supporting procedural changes and team initiatives.

General
- Uphold the division and Olympia’s reputation and values, while promoting our motto “With Us,



It’s Personal” in all interactions with employees, clients and business associates.
- Maintain complete client files and ensure documentation is in good order.
- Ensure all documentation follows internal and external audit and regulatory requirements.
- Timely review of mortgage documentation to confirm accuracy, completeness, and compliance with established procedures.
- Escalate transactions as necessary to other team members.
- Remain up to date on all Olympia products, services, and legislative requirements.
- Ensure the efficiency of business processes, policies and procedures, to deliver on client commitments with speed and quality.
- Organize and assist with the training of any new and existing team members.
- Actively participate in projects and team meetings.
- Owns the execution of day-to-day operational activities to maintain effective and efficient service.
- Flexible to perform various assigned tasks as requested by team and management.

Competencies

- Connection: Builds long-term relationships by collaborating with clients and industry participants.
- Accountability: Is a trusted business partner who operates with transparency and integrity.
- Innovation: Leverages technology to continuously improve how we serve our customers.
- Adaptability: Adapts to changes and shifting priorities and is open to new ideas and responsibilities.
- Attention to Detail: Pays close attention to details to produce accurate work.
- Interpersonal Skills: Establishes professional working relationships, is versatile/adaptable, works well with others, and solicits feedback.
- Job Knowledge: Understands facets of the job, is aware of duties and responsibilities, and keeps current job knowledge.
- Productivity: Manages workload, works efficiently, and meets goals and objectives.
- Problem Solving: Understands what is causing a problem, finds solutions and knows when to escalate to leadership.
- Teamwork: Is accountable to the team, works to meet established deliverables,



appreciates the views of team members, and is respectful.

Formal Education & Experience

- High school Diploma is required.
- Post-Secondary education in Business Administration, Management, Economics or related field of study is an asset.
- 0 - 3 Years of Financial or Investment Industry experience is an asset.
- 0 - 3 Years of previous Administration experience is an asset.
- 0 - 3 Years of previous Customer Service is an asset.

Specialized Skills & Knowledge Team-Specific

- Working knowledge of mortgage administration processes, including mortgage transactions, funding requests, payment requests, payouts, cheque processing, and related administrative activities.
- Basic understanding of mortgage transaction types, transaction methods, and the mortgage lifecycle, with the ability to identify discrepancies, information gaps, and items requiring escalation.
- Ability to accurately review, process, and maintain mortgage records, transaction documentation, correspondence, and supporting files while adhering to established procedures and controls.
- Strong attention to detail, organizational skills, and prioritization abilities, with the capability to manage multiple requests while maintaining accuracy, service standards, and processing timelines.
- Ability to effectively use mortgage administration systems, workflow tools, and Microsoft Office applications to support transaction processing, record maintenance, reporting, and operational efficiency.

General
- Requires a thorough understanding of the Anti‐Money Laundering (AML) policies and procedures.
- Intermediate level with Outlook and Microsoft Office products and internet applications.
- Maintain a processing accuracy of 95% or higher.
- Strong communication skills to liaise with customers and team.
- Entry level understanding of how the Registered Plans & TFSA Division operates.
- Bilingual in French and English is an asset.

Role Details

- Reports to: Manager, Mortgage Legal – Mortgages
- Employment Type: Full-Time, On-site

Please note that employment is conditional upon the successful completion of a criminal background check and employment verification. Additional screening may be required depending on the role, and from time to time at Olympia’s sole discretion. With Us, It’s Personal

📌 Administrator, Mortgages (Calgary)
🏢 Olympia Financial Group
📍 Calgary