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Administrator
Description
Reporting to the Head of Operations at a Q Wealth Partner's office and working closely with the Portfolio Manager, you will provide comprehensive administrative support while fostering a professional, welcoming, and service-oriented environment for clients. This role requires a high level of organization, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities:
- Administrative & Operational Support:
- Learn and operate business systems, workflows, and onboarding procedures related to administrative tasks, client reporting, and custodian operations.
- Manage and maintain accurate client records, ensuring data integrity and compliance with regulatory requirements.
- Assist in the development and refinement of administrative processes to improve efficiency.
- Client Onboarding & Account Administration:
- Facilitate client onboarding by assisting with account documentation, ensuring accuracy, and liaising with custodial and back-office teams to establish client account structures.
- Track and coordinate fund transfers, money movements, and account changes, ensuring seamless execution.
- Schedule and prepare materials for Know Your Client (KYC) update meetings and handle client information updates.
- Client Relationship Management:
- Provide exceptional client service by managing daily inquiries and complex account requests, including RESP, RSP, TFSA corrections, RIF/LIF modifications, and transfers.
- Act as a point of contact for clients, ensuring timely resolution of issues and proactive communication.
- Assist in preparing client reports, statements, and correspondence as required.
- Compliance & Risk Management:
- Ensure adherence to compliance regulations, internal policies, and the firm's Code of Conduct and Ethics.
- Maintain security and safeguarding procedures, applying due diligence to prevent fraud, counterfeiting, money laundering, or financial loss in accordance with regulatory and firm policies.
- Assist with audits, regulatory reporting, and document retention processes.
- General Administrative Duties:
- Coordinate and schedule meetings, maintain calendars, and prepare meeting agendas and minutes.
- Support operational initiatives, technology upgrades, and business process improvements.
- Assist with special projects as assigned by leadership to support business growth and efficiency.
Qualifications & Skills:
- Previous experience with NBIN platforms is an asset.
- Strong organizational and multitasking skills with a high level of attention to detail.
- Excellent verbal and written communication skills.
- Ability to work independently and collaboratively within a team environment.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and CRM systems.
- Understanding of financial services, investment accounts, and regulatory compliance requirements is an asset.
This role is ideal for a highly motivated professional who thrives in a client-focused, detail-oriented environment. If you have a proactive mindset and a passion for providing top-tier administrative support, we encourage you to apply.