Pre-Authorized Chequing Administrator (Bilingual - French/English)

First Canadian is a national organization and we are experiencing unprecedented growth!

We aim to hire bright, hard-working people who share our values. We seek employees who are committed to learning, career growth, and opportunity. We take pride in being an organization that our employees support long-term. We believe in our employees and celebrate their success by asking for employee opinions and feedback so that we continue to be a Great Place to Work.

We award our team with the following:

 

• An uplift of 5% is applied after the probationary period for qualified professional level French bilingualism (both spoken and written).
• Off work 1 hour early on Fridays.
• Earned Time-Off Program and vacation.
• Group Retirement Savings Plan with employer match.
• Hybrid work options may be available (2 days per week).
• On-site gym including free weekly classes with a qualified trainer.
• Newly renovated facility with ergonomic desks/chairs.
• Educational assistance and career development.
• Employee benefits.
• Health and Wellness spending account.
• Employee Assistance Program (EAP).
• Employee discount programs.
• A Culture Team dedicated to diversity, inclusion, and employee programs.
• Employee recognition and appreciation events.

Check out our company page for all the information on why we believe First Canadian is an employer of choice!

If you are motivated to succeed by helping people, then this is the opportunity for you!

Under the direction of the Office Manager - Alberta, the bilingual Pre-Authorized Chequing (PAC) Administrator - Alberta position plays a vital role in supporting the administration of our creditor group insurance policies by processing certificates for insureds who have chosen to pay their premiums through scheduled withdrawals rather than financing them within their loan or lease. This role is responsible for registering new insurance certificates promptly, ensuring accuracy in processing, and issuing various types of written correspondence to customers, including confirmation letters and policy-related notifications. The position also oversees the processing of customer withdrawals through CIBC bank, ensuring transactions are completed accurately and in compliance with company policies and regulatory requirements. Additionally, this role assists with customer inquiries related to withdrawals, policy details, and cancellations, and manages a high volume of monthly cancellations in accordance with established procedures. As a customer-facing role, the PAC Administrator delivers exceptional service via phone and email, providing clear, professional communication to assist customers with payment-related concerns, policy inquiries, and cancellation requests. Strong attention to detail, problem-solving skills, and a commitment to maintaining compliance with company policies and regulatory guidelines are essential in this role.

The hours of work for this position are 7:00am to 4:00pm Monday through Thursday and 7:00am to 3:00pm on Fridays.

Essential Responsibilities:

 

• Receive and register new insurance certificates as they are sent in by dealers via fax, email, or regular mail, ensuring accuracy and completeness.
• Follow up with dealers daily to obtain missing information required for certificate registration, including signatures, signed authorization cards, or banking details.
• Distribute monthly emails to dealerships and account managers regarding unremitted certificates, ensuring timely follow-up and resolution.
• Manage customer payments through CIBC, ensuring timely and accurate processing of withdrawals in compliance with company policies and regulatory standards.
• Monitor and process bi-monthly transmissions for new and recurring PAC Insurance certificates, balancing the amounts generated from certificate registration before submission.
• Handle customer inquiries via phone and email regarding withdrawals, policy details, and account updates, ensuring accurate record-keeping for all communications.
• Download and review daily returned items from CIBC, taking appropriate action on insufficient funds, customer stop payments, account closures, payor deceased notifications, revoked payments, and other returned transactions.
• Monitor payment dates in relation to customer cancellation requests, ensuring that if a payment has already been transmitted to the bank, the customer is informed of the stop payment process or the need to sign a termination form for future withdrawals.
• Issue cancellation notifications via registered mail for cancellations initiated by First Canadian or due to returned payments from CIBC. Track registered mail to confirm customer receipt and ensure compliance with notification requirements.
• Reconcile and process dealer commission payments for active PAC certificates on a monthly basis, ensuring payables are balanced with new and recurring commissions, as well as cancellations.
• Conduct month-end audits of dealerships to verify the accuracy of pre-authorized chequing certificates received and processed.
• Process customer refunds upon verification of loan payouts, ensuring timely and accurate reimbursement.
• Maintain detailed records of all customer interactions, payments, and account updates within certificate files.
• Ensure compliance with company policies and regulatory requirements, particularly regarding customer payment handling and notifications.
• Perform other duties as required, contributing to the efficiency and accuracy of PAC administration processes.

Qualifications:

 

• High school diploma (Grade 12) required; post-secondary education in administration, finance, or a related field is an asset.
• Minimum of 2 years of experience in front-line customer service via telephone and/or email is required, preferably in a call center or administrative environment.
• Minimum of 2 years of experience in banking, the automotive industry, or financial administration is considered an asset.
• Familiarity with basic accounting functions, including reconciliations, debits, credits, and journal entries, is preferred.
• Typing speed of 40+ words per minute.
• Intermediate skill with Microsoft Office (Word/Excel) with the ability to adapt to new systems is required.
• Experience with IBMi/ AS400 is considered an asset.
• Fluent in both English and French with proven skills in verbal and written communication is required.
• Successful completion of employment, criminal, and education background checks including employer reference and verification before employment is required.

Thank you for considering our organization.

If you are bilingual there will be a French and English assessment as a part of the recruitment process.

We are an equal opportunities employer and welcome applications from all suitably qualified persons. Accommodations are available upon request.