Job Description

Client Service Administrator

Remote / Hybrid

About the Firm

Our client is a premier independent Canadian wealth management firm trusted by high-net-worth families across the country to manage their investment portfolios on a discretionary basis and provide comprehensive financial advice. The organization delivers financial planning, tax, and estate services alongside investment management through a CIRO-member broker dealer, with a team of over 100 employees and nearly 30 years of proven results.

 

The firm’s culture is built on doing what’s right for clients, evidence-based decision-making, personal accountability, innovation, and humility. Continuous learning and an unwavering commitment to client experience are at the core of everything they do.

 

Role Overview

This is a key role sitting at the intersection of client service, investment operations, and administrative support. As a Client Service Administrator, you will play a vital part in supporting financial advisors by managing the day-to-day operational and administrative tasks required to onboard, maintain, and service client accounts. You’ll ensure the smooth processing of documentation, contribute to regulatory compliance, and deliver a professional, timely, and accurate client experience.

 

The position offers hands-on exposure to all aspects of client service and investment operations, making it ideal for someone with industry experience looking to grow.

 

Core Responsibilities

Client Operations & Service

• Manage the full client onboarding lifecycle including account openings, KYC updates, asset transfers, and portal activation
• Coordinate with compliance and operations teams to ensure all procedures are current and properly followed
• Process client service requests such as wire transfers, letters of direction, cheque requests, and address changes
• Track and follow up on account transfers to ensure timely and accurate completion
• Respond to statement and report requests from clients and their external accountants
• Prepare monthly and quarterly reporting packages for key client relationships
• Investigate and resolve operational and compliance-related inquiries using internal tools and escalation channels

 

Portfolio & Account Management

• Conduct periodic audits of registered accounts to ensure ongoing regulatory compliance
• Update CRA contribution limits for TFSA and RESP accounts
• Review and maintain high-interest savings account listings

 

Client Relationship Management

• Plan and execute systematic client outreach campaigns (e.g., RRSP season, CPP eligibility milestones)
• Maintain and update CRM systems and client contact databases
• Communicate directly with clients regarding operational, documentation, and service-related matters
• Schedule and prioritize client meetings based on established criteria and advisor preferences
• Prepare pre-meeting documentation and checklists to support advisor meetings

 

Administrative Support

• Prepare comprehensive annual tax packages for clients
• Maintain well-organized client files and documentation across all systems
• Set follow-up reminders and manage internal task workflows to ensure nothing falls through the cracks
• Participate in regular team meetings to share updates, discuss process improvements, and align on priorities

 

Qualifications

• Experience in the investment industry with a solid understanding of registered accounts, tax implications, and regulatory requirements
• Administrative experience at a CIRO-member dealer is considered a strong asset
• Proficiency with CRM systems and investment platforms is expected
• Strong working knowledge of Microsoft Office is required
• Familiarity with NBIN (National Bank Independent Network) is an asset
• Securities licensing or completion of required exams (CSC, CPH) is an asset
• Genuine interest in developing toward an investment advisory career path
• Excellent client communication skills with a sharp eye for detail and accuracy
• Ability to communicate openly and collaboratively with team members