Document Management Administrator

THE OPPORTUNITYWe have an opportunity for a Document Management Administrator to join our award-winning firm in the Vancouver office. WHAT YOU’LL DOThis role reports to the Supervisor, New Accounts and Document Management and works closely with our Investment Advisors, Assistants and other Client Services departments. You will work in a collaborative environment to ensure important client documents are archived electronically and original documents retained and stored off-site. This role requires the successful candidate to work onsite in the office five days per week. RESPONSIBILITIES Manage and apply changes to the Doxim electronic archiving platform Verify data for accuracy prior to uploading client documents into Doxim Reset and create temporary passwords to allow client access to account activity and statements Update client accounts when mail has been returned Create welcome letters for new clients and mail client account applications to new clients Sort and distribute monthly estate-related client statements Scan and direct account applications to the corresponding Client Services team in a timely manner Verify client contact information is accurately captured in Dataphile COMPETENCIES  Analysis – Assess quantitative and qualitative data, information, or situations to understand the most important details, identify patterns or meaning, and translate it into useful recommendations, decisions, or actions Coordination – Prioritize, organize, and manage information, people, assets, resources, messages, tasks and/or activities to achieve a goal within timelines Customer Service – Determine needs, capture relevant information, apply internal policy or regulation, and escalate and prioritize the requests of customers to answer inquiries, fulfill transactions, or resolve issues Operational Policy and Procedures – Apply knowledge of the firm’s procedures and processes to execute work to a high standard of consistency, efficiency, compliance, and safety Project Management – Plan, coordinate, execute, and oversee projects, balancing time, resources, and scope to achieve objectives, support stakeholders, and meet deadlines Regulatory Knowledge – Understand and apply relevant laws, regulations, and standards to meet legal and ethical requirements and reduce risk for clients and the firm Systems and Application Proficiency – Use, maintain, manage, or improve specific systems or applications in our role to work effectively and efficiently KNOWLEDGE AND EXPERIENCE Minimum of one year of experience in client services or administrative capacity Post secondary diploma is an asset Exceptional attention to detail and skilled at working efficiently and accurately Strong organizational skills with ability to prioritize important and time-sensitive tasks Self-starter with the capacity to work independently, along with flexibility and willingness to assist others Strong interpersonal and relationship-building skills with the ability to work within a team environment Excellent verbal and written communication skills Intermediate proficiency in MS 365 (Word, Excel and Outlook) WHAT WE OFFERA culture of openness, collaboration and respect is foundational to our firm. We are a diverse, driven group of individuals who genuinely care about one another and encourage and appreciate each other’s contributions. We believe in rewarding team members and do this by providing a competitive total rewards package that is fair and equitable; mentorship programs; and a variety of professional development opportunities to expand your career. This role has an expected salary of $47,000-$50,000/year, plus the potential for bonuses. Our team is growing, and we’ve got room for one more if you’re interested. If this sounds like the environment you’d like to work in and you have the credentials and experience for this role, we invite you to submit a cover letter and resume by February 12, 2026.  Candidates must be legally eligible to work in Canada. Full disclosure of any restrictions must be disclosed at the time of expressing interest and supporting evidence provided prior to any potential offer of employment. We are committed to creating an inclusive, accessible workplace where all team members feel valued and supported. If you require accommodation during the recruitment process, please email us at careers@odlumbrown.com. We appreciate your interest and thank you for taking the time to consider this opportunity. We will be in touch with individuals whose profiles most closely match what’s needed to be successful in this role.