Job summary:
The branch administrator plays a critical role in the day-to-day operations of the branch by ensuring smooth administrative support for investment and wealth management activities. The role involves managing client accounts, processing transactions, supporting the investment and financial planning team, liaison with internal departments and external partners, and assisting with client inquiries. The ideal candidate will have strong organizational skills, accuracy, keen attention to detail and will be capable of problem-solving and managing multiple tasks simultaneously in a fast-paced environment.

Key Responsibilities
1. Client Account Management
• Administer opening, maintaining and closure of client investment accounts
• Ensure all client documentation is accurate and compliant with regulatory requirements, including KYC (Know Your Client) and AML (anti-money laundering) processes
• Liaison with financial advisors, clients, prospects, internal departments and other financial institutions to gather information and to support account activities

2. Account Transactions
• Manage incoming cash and securities transfers
• Handle all cash management requests including cash transfers, foreign exchange transactions, contributions and account withdrawals
• Track and monitor periodic payments to clients for monthly and quarterly withdrawals
• Process RRSP, TFSA, FHSA and RESP contributions
• Liaison with internal departments for deposits, cheques, EFTs, PACs and AWDs

3. Investment Operations
• Enter trades for financial advisors and clients, as requested
• Process trade corrections
• Manage Corporate Actions
• Assist financial advisors with administering Risk Tolerance Questionnaires
• Prepare portfolio reports for clients, as requested
• Liaison with traders, advisors, portfolio managers and back-office teams to facilitate timely and accurate trading

4. Administrative Support
• Manage and maintain client files, records and documents in a secure and organized manner
• Ensure accurate data entry and maintain up-to-date records in CRM
• Prepare correspondence
• Support clients’ general administrative requests in a timely and confidential manner
• Liaison with tax professionals and clients to provide tax slips, reports and updates, as required
• Provide general administrative assistance to the branch’s financial advisors, including scheduling appointments and preparing meeting documents

5. Technology and Systems
• Use investment management software to manage accounts, process transactions, track account activity and generate reports
• Assist clients with sending and receiving secure messages and documents
• Help clients register for online access to their accounts
• Work with branch manager and advisors to document workflows

6. Communications
• Interact with clients, colleagues, internal and external associates in a professional and compliant manner
• Prepare written correspondence
• Foster and support client and associate relationships in person, by phone and virtually (Teams or Zoom)

QUALIFICATIONS
• Experience
o At least two years’ experience in a wealth management or investment management environment
o Knowledge of fundamental investment concepts, practices and procedures used in the financial industry
• Technical Skills
o Proficiency in Microsoft 365 (Excel, Word, CRM), with willingness and ability to learn new applications
o Experience with Dataphile, Broadridge, Factset, Docusign and Adobe is preferred
• Other Skills
o Client-first focus
o Excellent organizational skills and the ability to manage multiple tasks simultaneously, while ensuring accuracy and compliance
o Attention to detail and ability to work under pressure
o Ability to work independently and in a team environment
o Strong written and verbal communication skills, with the ability to interact with all stakeholders in a professional manner
• Licences and registration
o Investment Representative licensing, including the successful completion of the Canadian Securities Course and the Conduct and Practices Handbook is required
o Registered Representative licensing, including the completion of Wealth Management Essentials, or the willingness to complete this course within the first year of employment, is preferred

Working Conditions
• Full time, Monday to Friday, 8:30am to 4:30pm, some overtime may be required at busy seasons or to accommodate client needs
• Benefits package
• Support for continuous life-lon