Operations Administrator

Doxim is the customer communications and engagement technology leader serving financial and regulated industries. Our platform, with its integrated, SaaS software and document technology solutions, helps clients digitise operations, improve efficiency, and modernise customer experience. With Doxim, clients can communicate reliably and effectively, improve cross-sell and upsell opportunities, and drive increased loyalty and wallet share through personalized omnichannel communications.
Doxim is a leading provider of Customer Engagement Software solutions for Financial Service Organizations. Our software helps financial institutions transform their client experience, communicate effectively throughout the client lifecycle and improve cross-sell and upsell activities that drive increased wallet share. Doxim’s SaaS Customer Engagement Platform addresses key digitization challenges, from automated client onboarding, through improved, personalized communications to anytime, anywhere content access, tailored to a client’s channel preferences.
With 7 locations across the US and Canada, we are growing very fast, and seeking this role to help drive and accelerate our growth.
Position Summary:
Reporting directly to the Manager, Production Control, the Operations Administrator will be responsible for ensuring any post-production paperwork is completed promptly encompassing tasks in preparation of worksheets, balancing numbers and the creation of Canada Post paperwork for postage mailing for chargeable work invoicing. The Operations Administrator will work with the Production Control Manager and other personnel on the Production Floor to help keep post-production deliverables moving smoothly.
Essential Responsibilities/Duties:

• To liaise with Production Floor Team Leaders in the coordination and support of post-production processes and paperwork.
• Ensure that all post-production numbers are obtained as appropriate in preparation for balancing and Canada Post ESOM’ing.
• Ensure work tasks assigned meet production plans and meet Client Contractual Service Level Agreements.
• Handle and ensure Emails relating to daily production deliverables that need attention.
• Prepare and print Fedex labels for daily shipping including downloading Fedex reports for customer confirmation of pickup.
• Arrange and prepare labels (as needed) for daily K&H Courier.
• Filter and update statuses on the main Production Board (job scheduler).
• Do reconciliation for each mailing and prepare ESOM.
• Bundling and handling (small batches of envelope) of time-sensitive material for shipping.
• Ensure compliance to meet Customer, Company and other requirements (Business Ethics and Conduct, WorkSafeBC, etc.).
• Large envelope(9x12) inventory management.
• Run Postage Meter machine and/or Buskro (Compose IQ) to create address envelope and Indicia as needed, and meter mail as needed.
• Prepare Bundling LCP and sort mail by bundle & bin.
• Take supplies inventory to maintain appropriate levels of inventory.
• Establish clear and firm processes and procedures (new and existing) to ensure the highest degree of quality production output for post-production processes.
• Identify and troubleshoot problem areas and make changes where warranted.
• Provide timely and effective communication/feedback to the direct managers, team members and other departments as necessary to ensure continued achievement of production, quality, cost, delivery and safety.
• Communicate with the direct manager on any quality issues that may affect overall quality assurance.
• Understand, promote, implement and adhere to all safety, environment, ergonomic and good housekeeping standards and practices in daily work activities.
• Promote, support and implement lean manufacturing concepts to achieve key performance indicator targets such as increased production efficiencies.
• Support and encourage participation in organizational functions and company meetings.
• This list is not exhaustive and may be required to carry out additional duties as and when instructed by the Production Control Manager.

PROJECTED WORKLOAD:

• 80% Post Production Floor support, Courier coordination, and other duties as assigned.
• 15% Workflow support(Manual/Hands-on) and assisting with Quality Control(QC)
• 5% Operating Equipment (Postage Meter Machine, Buskro)

WORK ENVIRONMENT
The work environment is on the production/shop floor. Moderate to loud noise levels. Exposed to moving mechanical parts/equipment. Some lifting of material (10 lbs). Possible weekday overtime and overtime on weekends (if needed during peak processing periods). Sitting down the majority of the time with some walking and a brief period of standing as needed. A condition of employment requires that the incumbent learn, and abide by Doxim’s Code of Ethics and Business Conduct (respect co-workers and take all necessary safety precautions to protect oneself and team members around the work area).
QUALIFICATIONS and REQUIREMENTS:

• 1-2 years of production manufacturing experience preferably in the print and mail industry.
• Preferably experience and a good understanding of Canada Post processes an asset along with some skills in courier/packaging workflow.
• Assertive, self-starter with attention to detail, requiring minimal supervision.
• Used to working in a service-level environment that involves multi-tasking and prioritisation of tasks to deliver customer service
• Excellent interpersonal skills both written and verbal.
• Demonstrated ability to engage with colleagues in a team-based environment.
• Demonstrated ability to promote a team-based work environment that places a high degree of emphasis on excellent customer service, quality, and good manufacturing practices and safety compliance.
• Demonstrate customer service ethics
• Demonstrated analytical skills and problem-solving capabilities in a process/production environment.
• Experience in inputting data accurately and evaluating this accordingly.
• Able to communicate within a team environment at all levels of the business both internally and externally.
• Proficient computer skills and knowledge of working with Microsoft applications (Excel and Word) up to an intermediate level
• Must be able to work after hours(overtime) and to work weekends when necessary.
• Learn and take on other duties as assigned.

We encourage new graduates to apply - if you have an interest in tech, software and sales we want to speak with you. When applying for this position, please submit your full resume (a link to your LinkedIn profile will not suffice) accompanied by a cover letter that explains why you are the best candidate for the role.
 

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“An Equal Opportunity Employer”
 

Doxim is an equal-opportunity employer. We are committed to fostering an inclusive, equitable and accessible environment, where all employees feel valued, respected, and supported. Under the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, we provide accommodations to applicants with disabilities throughout the recruitment and selection process. If you require a disability-related accommodation to participate, please call 1-866.475.9876, send a fax to 1-866-256-8868 or email [email protected].
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