Document Acknowledgement Specialist
Job Type: Full-time
Location: On-site in the Yorkville area of Toronto/Hybrid

About the Role
The Document Acknowledgement Specialist supports a credentialing/records team by tracking and acknowledging receipt of applicant documents, conducting initial verification for authenticity, and preparing files for evaluation. This role ensures applications are processed accurately, securely, and in a timely manner, while providing courteous support to applicants and internal stakeholders.
Key Responsibilities

• Coordinate the collection of outstanding documents for all applications; send follow‑up correspondence as needed.
• Acknowledge receipt of applications and supporting documents; update records promptly.
• Respond to applicant inquiries regarding document acknowledgement and application status.
• Perform quality control checks on application processing to ensure accuracy and completeness.
• Notify candidates who do not meet requirements in a timely and professional manner.
• Provide guidance and training to team assistants on document coordination processes.
• Process application withdrawals and refunds in accordance with policy.
• Accept and process partial fee payments where applicable.
• Prepare and submit monthly Withdrawal and Offline Revenue reports to Accounting.
• Withdraw ineligible candidates and close files in accordance with procedures.
• Run weekly clean‑up reports in the candidate portal; conduct biannual clean‑up of expired fees.
• Act as back‑up to the Document Evaluator as required.
• Perform other duties as assigned.

Qualifications & Competencies
Education & Experience: College or university degree preferred; 3–5 years of administrative experience.

• Professional, accountable, and detail‑oriented; acts with honesty and integrity.
• Takes ownership for accuracy, timeliness, and quality outcomes; manages time and resources effectively.
• Strong organizational, coordination, quality‑assurance, and quality‑control skills.
• Team player with strong interpersonal skills; works effectively with clients and colleagues of diverse backgrounds.
• Excellent verbal, written, and active listening skills; courteous yet assertive communication with the public.
• Flexible, resourceful, and proactive; able to work independently with minimal supervision.
• Proven problem‑solving skills with sound judgment; seeks guidance appropriately.
• Performs well under time and workload pressures; able to prioritize and meet multiple deadlines.
• Adapts to changing priorities, processes, and timelines.
• Computer proficiency: intermediate to advanced MS Windows, Word, Excel, Outlook; relational databases/portals (training provided).
• Physical ability to lift and move boxes (up to ~35 lbs.) containing applications and documents.

Working Conditions

• On-site presence two to three days per week on average (may vary with operational needs).
• Primary work performed at a desk in a temperature‑controlled office environment.
• Some weekend work or extended hours may be required based on operational demands.
• Sustained computer and desk work for 7 hours per day or longer when needed.
• Sensory attention to coordinate activities and engage with clients of diverse backgrounds.

Data Security & Accuracy
Maintaining the confidentiality and security of applicant information and materials is essential. Errors that compromise data security, accuracy, or the integrity of assessment processes can have significant consequences for applicants and the organization. Adherence to policies and protocols is mandatory.
Equal Opportunity
We are an equal opportunity employer and welcome applications from all qualified candidates. Accommodations are available upon request throughout the recruitment process.
How to Apply
Please submit your resume and a brief cover letter outlining your relevant experience. Only candidates selected for an interview will be contacted.