Administrative Assistant

The Vantage Talent Group; Ottawa; On-site; CAD 45,000 - 60,000; Full time

Job summary

A recruitment firm in Ottawa is seeking a Client Service Associate to manage client relationships and coordinate operations. Ideal candidates will have 2-5 years of administrative experience, particularly in financial services. Responsibilities include client communication, CRM management, and supporting new business processes. Excellent organizational and communication skills are a must, along with proficiency in Microsoft Office.

Qualifications

• 2-5 years of administrative experience, preferably in financial services.
• Strong organizational and problem-solving skills required.
• Excellent communication and interpersonal abilities needed.
• Advanced skills in Microsoft Office are essential.

Responsibilities

• Manage client communications via phone, email, and virtual platforms.
• Oversee client file organization in the CRM system.
• Assist in insurance and wealth management applications.
• Handle ongoing client service needs, including policy updates.
• Schedule and confirm internal team meetings.

Skills

Organizational skills

Problem-solving skills

Communication abilities

Interpersonal abilities

Microsoft Office

Education

Bachelor's degree or college diploma

Job description

Overview

We are in search of a dynamic and client-centric Client Service Associate to join our clients' team in Ottawa, Ontario.

As a key member, your role will involve managing client relationships, coordinating operations, and supporting new business processes. You will handle various administrative tasks, from managing client files to scheduling meetings and ensuring smooth client communication. We are looking for an individual who excels in building and implementing systems, is detail oriented, and thrives in a collaborative environment. If you are driven by innovation and possess outstanding organizational skills, we invite you to apply.

Responsibilities

• Client and Operations Management
  • Manage incoming and outgoing client communications via phone, email, and virtual platforms.
  • Oversee digital document handling, e-signatures, and client file organization in the CRM system.
  • Coordinate meetings, including scheduling, setup, and follow-ups.
• New Business Support
  • Assist in completing insurance and wealth management applications, ensuring a smooth onboarding process.
  • Support investment operations, including processing trades and account transfers.
  • Liaise with carriers and financial institutions for underwriting and account setup.
• Client Service and Communication
  • Handle ongoing client service needs, including policy updates, account changes, and investment transactions.
  • Submit and track change requests with insurance carriers and investment firms.
  • Maintain accurate client records and ensure all interactions are logged in the CRM.
• Team Support
  • Schedule and confirm client and internal team meetings, ensuring follow-up actions are completed.
  • Maintain and update CRM contact lists, client data, and workflow automation.
  • Assist with administrative tasks to support the broader team in a virtual-first environment.

Qualifications

• 2-5 years of administrative experience, preferably in the financial services industry.
• Strong organizational and problem-solving skills.
• Excellent communication and interpersonal abilities.
• Advanced Microsoft Office skills

Preferred Qualifications

• Bachelor's degree or college diploma.
• Experience in the wealth management and / or the insurance industry.