Career Opportunities

Current Positions:

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Office Coordinator

The Office Coordinator contributes to our company’s success by acting as the first point of contact for our visitors, clients, and callers. You will also coordinate various office activities including facilities maintenance, assisting the Finance and Human Resources team, as well as providing administrative support for the office.

We Offer Great Benefits

We offer a competitive compensation and benefit plan; Group RRSP; Employee Assistance Program; personal development and tuition reimbursement; volunteer day to give back to your community; regular social events because we believe it makes our team stronger; convenient location (close to transit, restaurants, etc.); bike-commuter friendly (showers, bike lock-up, etc.).  Most of all we are a thoughtful and respectful team that values collaboration so we can learn and grow together!

About You

You love an administrative role where you can organize a variety of projects to help ensure our office runs smoothly. You also thrive on being the ‘hub’ of our business, which involves reception duties (directing calls, couriers, etc.) and accounts for about 20% of your time.

You are professional and cultivate a positive “go-getter” attitude. You have a keen attention to detail, and pride yourself on being organized and responsible. You enjoy collaborating with others, but also work well independently.

 Candidates at various levels are encouraged to apply.  Looking for career growth?  We love to promote from within and do have several other administrative roles/other roles within our organization should that be your future career aspiration. 

Key Responsibilities include:

Reception

Mail: Open and distribute all incoming mail each morning.
Email/Faxes: Distribute all incoming general inquiries throughout each day.
Phone: Answer the main phone line, direct calls, and distribute voicemails from the General Delivery Mailbox. Maintain phone lists. Given employees have direct dial the volume is low.
Front Desk: Greet visitors to the office, provide guests with beverages and assist with any technical setup (presentations). Order food as required for meetings and ensure processing of invoices.
Couriers: Keep waybills organized, and attach to invoices for accounts payable. Break down totals by department.
Office premises: Ensure office including meeting rooms remain clean and tidy. Coordinate staff’s fridge clean out. Replenish supplies (bathroom and coffee) daily. Proactively ensure that office is in good repair, safe and in working order.

Coordination

Ordering: Keep inventory and order office supplies as needed.
Vendors: Act as the primary liaison to source and arrange various external vendors related to the office and premises such as recycling, lighting, pest control, all other general office maintenance/repairs. Maintain contract files.
Meetings: Maintain calendars for the boardroom and meeting rooms, Book off-site meetings.
Petty Cash: Distribute money, organize receipts and balance the float.
Staff Events: Active member of the Social Committee. Coordinate/assist as needed with other staff functions such as lunch and learns, town halls, etc.
Recycling: Coordinate with Urban Impact and ShredIt, Order extra pickup as required.
Postage Machine: Troubleshoot, add funds and send out data for postage machine.
Alarm System: Set-up access for new employees. Terminate access for outgoing employees. Keep records.
Parking FOBs: Issue Fobs as authorized. Maintain a list of those assigned and available.
VISA: First draft of Visa reconciliation for employees with corporate cards, receive and organize incoming receipts and forward to accounting.

Administration

Assist Human Resources and Finance team: As required, provide general administrative support to the office.
Holiday Promotion: Coordinate client Christmas gift baskets and cards (from selection to ensuring they get out to clients). Coordinate other promotional items, distributing promotional items and tracking results.
Health & Safety: Assist the HR Manager with various activities; participate on the Health & Safety Committee.
Manuals: Maintain position manual (all processes, procedures, and contacts); maintain all facilities and office related files paper and online (appliance warranties/operations manuals, etc.)

Technical

Photocopier: Troubleshoot problems with the photocopiers.

Education and Experience

• Completion of post-secondary diploma
• A minimum of 3 years of office administration experience
• Excellent interpersonal and communication (written and verbal) skills
• Customer service-oriented with a positive “can do” attitude
• Maintains strong working relationships internally and externally
• Strong organizational skills to proactively manage issues, projects, and deadlines
• High attention to detail in all areas of work
• Ability to work independently and in a team environment
• Ability to interpret and implement company policies and procedures
• Intermediate level of proficiency in MS Office

How to Apply

This position will remain open until the right hire is made, so please email your resume & cover letter with your “last name – Office Coordinator” in the subject line to careers@dehoney.com. We thank all interested candidates; however, only shortlisted candidates will be contacted. No employment agency calls, please.

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Coordinator, Group Benefits & Documentation

The Coordinator, Group Benefits & Documentation supports our Consultants and Account Managers by handling a variety of tasks and functions including contract document review, amendment tracking, and inter-department communication. This role also includes participating in and completing ad-hoc projects as necessary.

We Offer Great Benefits

We offer a competitive compensation and benefit plan; Group RRSP; Employee Assistance Program; personal development and tuition reimbursement; volunteer day to give back to your community; regular social events because we believe it makes our team stronger; convenient location (close to transit, restaurants, etc.); bike-commuter friendly (showers, bike lock-up, etc.).  Most of all we are a thoughtful and respectful team that values collaboration so we can learn and grow together!

About You

You love the group benefits industry. You live in the detail and love organizing, tracking, and list checking. You would enjoy supporting our consultants and customers by providing accurate and timely delivery of benefit plan materials. You can multitask when needed, but thrive on projects that take single-minded focus to complete.

You are an expert in finding creative ways to improve efficiencies in document management systems. You love working in a collaborative environment and are adept at prioritizing projects. You understand that achieving the highest level of customer satisfaction is the key to an organization’s success and take pride in delivering high-quality customer materials on time and error-free.

Candidates at various levels, especially those who have gained experience through an insurance company, are encouraged to apply. Looking for career growth? Mastering this role is a fundamental step in advancing to a more senior role within our Group Benefits team, such as Benefits Analyst or Account Manager/Advisor should that be your career aspiration.

Key Responsibilities include:
• Maintain client files both current and former (hard copies, network and email electronic files) for the Group Department.
• Maintain metrics (client changes/additions/terminations, quote tracking, client premiums per benefit) for the Group Department.
• Analyze benefit plans for new groups and create summaries.
• Track carrier amendments and review policy documents to ensure accuracy in capturing changes. Discuss material changes with Account Managers and Department Head as needed.
• Communicate with carriers about plan changes (amendments) and other policy document issues.
• Liaise with internal departments to communicate changes in plan designs, rates, and commission.
• Support Account Managers in preparing client deliverables.
• Create monthly Group client activity report (new groups, terminations, commission changes/splits, etc.) and provide to Finance.
• Complete and/or participate in ad-hoc projects.
• Ensure internal procedures remain current and proactively recommend changes based on technological advancements. Develop procedures and templates to increase effectiveness/efficiencies.
• Provide backup for other team members during absences.

Education and Experience
• Post-secondary diploma/degree in a relevant field or commensurate experience
• 3 years’ experience dealing with group benefit plans either at an insurance carrier or employer
• GBA designation or willingness to work towards it

Knowledge, Skills, and Abilities
• Strong problem solving and analytical skills
• Strong oral and written communication skills including meticulous proofreading, spelling, and grammar
• Strong attention to detail
• Sound understanding of the legal necessity and requirements for document management
• Excellent organizational and time management skills
• Ability to maintain an organized and 100% accurate filing system along with the ability to create processes and the documents to support them
• Flexible, adaptable and a positive “can do” attitude
• Excellent interpersonal skills
• Ability to work in a team and independently
• Intermediate proficiency in Microsoft Office (especially Word and Excel) and Acrobat as well as the ability to research and quickly learn other applications

How to Apply

This position will remain open until the right hire is made, so please send your resume & cover letter today to careers@dehoney.com with your “last name – Coordinator, Group Benefits & Documentation” in the subject line.

We thank all interested candidates. However, only shortlisted candidates will be contacted. No employment agency calls, please.

 

 

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