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Contract Jr. Account Administrator - Account Control Group - SMBC Canada

Contract Jr. Account Administrator - Account Control Group - SMBC Canada

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Account Administration
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Purpose of position:

This position is to provide assistance and support to the Assistant Manager – Account Control Group. This position is responsible for the maintenance of customer information databases within various applications. This position is also responsible for the management of electronic and paper based data and information storage systems within the Bank. This position is responsible for the input of information into the CIF/KYC system, Loan IQ system, deposit system (OBS) and foreign exchange system (FOX) as required.


Key Accountabilities:

Electronic File Management

    • Ensure File Nexus (Document Control System) is maintained in the prescribed logical index
    • Ensure all Bank Records are scanned into File Nexus
    • Assists in training of other staff in scanning key documents
    • Ensures to be in full compliance with all of the Bank’s policies and procedures, including Anti-Money Laundering policies, and the requirements of the relevant regulatory bodies as communicated by SMBCC’s Compliance Department.

File Management – General


  • Retrieve, sort, and file all credit files including applications, financial statements etc.; non-negotiable security files; collateral files; all customer account documentation; all printouts and reports not otherwise stored electronically; important documents and contracts;
  • Responsible for the centralized electronic filing of all other departments,
  • Sort material in accordance with filing system used (file folder / File Nexus / boxed) and ensure each is maintained in a neat and consistent manner.
  • Maintain the file room in a neat and logical manner that facilitates the easy retrieval of all information.
  • Maintain a record system for file removal and return.
  • Remove expired / closed documentation for off-site storage or destruction in accordance with Bank retention policies.
  • Systematic shredding of reports / documents in accordance with the Bank’s retention policies.
  • Maintain records of files stored off-site for retrieval and ultimate destruction



Customer Information Administration

  • Responsible for the accurate and consistent opening of new customers in Know Your Client (KYC) / Customer Information File (CIF), Profile, FOX and OBS.
  • Responsible for ensuring that all customer information is correct and up to date in each application.
  • Responsible for ensuring that KYC is kept up to date by amending information when customers change information or by reviewing annual financial statements to ensure correct Board and shareholder information is input.
  • Responsible for performing World Check and Sanctions List screening of new customer names, individuals associated with new customers and amendments to individuals associated with existing customer prior to input into the respective system.
  • Responsible for the circulation of new customer set-up information for Senior Management approval.
  • Responsible for periodic review of customer profile and documentation based on the risk profile.        

Credit Administration

  • Verifies that all customer loan applications, deposits and FX comply with policy and procedure and predetermined credit lines, especially when handle limit set up in OBS and FOX..
  • Ensures that complete and current customer documentation is maintained on file, reporting any discrepancies to BP or Management.
  • Provides other administrative assistance, e.g. drafts correspondence, reports customer complaints to Manager etc. as may be assigned.

Customer Service


  • Follow-up on outstanding documentation with front office staff. 
  • Process confirmation workflow on electronic payment system for customers. 


Internal:                                 All Bank departments to manage paper / file flows.

External:                                Customers – documentation follow-up; eMoneyger

                                                Vendors –, FileNexus



Responsibility for Supervision:



No direct supervision.


Responsibility for Resources:

Maintain control of the file room and vault.


Decision Making Responsibility:




Qualification:                                High school / University degree.

Experience:                                   Previous office administration experience in the Banking Industry . Prior exposure to KYC.

Skills:                                              Good interpersonal, organizational and communication skills.

Working Environment:

Equipment Operation                                                                         Computer, fax machine, shredder, scanner, photocopier

Time pressure/deadlines and mental stress                                   Moderate

Stress of multiple demands                                                                Moderate

Attention to details                                                                              Extreme

Environment                                                                                         Open office