Administrator, Dealer Relations/Trust Accounting

FP Inc.; Toronto; On-site; CAD 28,000 - 31,000; Full time

Job summary

FP Inc. in Downtown Toronto is seeking an Administrative Assistant - Advanced to support dealer relations and trust accounting reconciliations. This role is on-site in Toronto and involves accurate data entry, timely notices, and daily reconciliation tasks within SLAs.

You'll collaborate with a finance team, manage mobile/desktop tools, and communicate professionally with dealers, ensuring compliance with firm processes. Experience in financial services and advanced Excel are required.

Qualifications

• 2–3+ years of financial services industry experience.
• Advanced Excel skills.
• Strong communication, organizational, and prioritization skills.
• Critical thinking and problem-solving abilities.
• Ability to manage multiple competing priorities in a fast-paced environment.
• Demonstrated relationship-building and interpersonal skills.
• Collaborative mindset with growth orientation.
• Adherence to outlined processes and complex procedures.
• English – proficient.

Responsibilities

• Maintain dealer contacts with current and accurate information
• Draft and distribute dealer notices in a timely manner
• Review daily salesperson reporting and email inquiries; ensure accurate system entry within SLA
• Monitor, flag, action, and file emails from the generic Dealer Relations inbox
• Respond promptly to dealer inquiries and requests via phone, email, and workflow tools
• Reconcile commission and trailer fee payments accurately and within agreed timelines
• Escalate complex issues to the Dealer Relations Associate Director or senior manager
• Manage daily reconciliations and submit match/clear requests for TLM outstanding items
• Ensure journal entries are submitted before deadlines using standard formatting
• Review outstanding breaks daily and address unresolved breaks to prevent exceeding clearing timelines
• Add notes, reason codes, and reassign breaks in TLM to appropriate Business Units for items outstanding 2 days over the net clearing period (NCP)
• Attest daily to management that notes and reason codes are current on all items outstanding 2 days over NCP
• Conduct detailed investigations of outstanding items and submit supporting documentation to Business Units
• Follow up weekly with Business Units for progress updates on break clearing
• Record Expected Clearing Dates for long-standing breaks and provide periodic updates
• Identify cumbersome or outdated processes and recommend improvements

Skills

Financial services exp

Advanced Excel

Communication

Organization

Prioritization

Critical thinking

Problem solving

Multitasking

Interpersonal skills

Collaboration

Process adherence

English proficiency

Job description

JOB DESCRIPTION

Location: On-site - 5 days a week in the office | Toronto Downtown

Duration: 6 Months

Our client, a leading financial institution in Downtown Toronto, is looking for an Administrative Assistant - Advanced to maintain dealer contacts and daily reconciliations and submit match/clear requests for TLM outstanding items. The successful candidate will have the opportunity to work with one of the Top 5 Banks in Canada.

Typical Day in role:

Dealer Relations Support (50% of time)

• Maintain dealer contacts with current and accurate information
• Draft and distribute dealer notices in a timely manner
• Review daily new salesperson reporting and email inquiries; ensure accurate system entry within SLA
• Monitor, flag, action, and file emails from the generic Dealer Relations inbox
• Respond promptly to dealer inquiries and requests via phone, email, and workflow tools
• Reconcile commission and trailer fee payments accurately and within agreed timelines
• Escalate complex issues to the Dealer Relations Associate Director or senior manager

Trust Accounting Reconciliation Support (50% of time)

• Manage daily reconciliations and submit match/clear requests for TLM outstanding items
• Ensure journal entries are submitted before deadlines using standard formatting
• Review outstanding breaks daily and address unresolved breaks to prevent exceeding clearing timelines
• Add notes, reason codes, and reassign breaks in TLM to appropriate Business Units for items outstanding 2 days over the net clearing period (NCP)
• Attest daily to management that notes and reason codes are current on all items outstanding 2 days over NCP
• Conduct detailed investigations of outstanding items and submit supporting documentation to Business Units
• Follow up weekly with Business Units for progress updates on break clearing
• Record Expected Clearing Dates for long-standing breaks and provide periodic updates
• Identify cumbersome or outdated processes and recommend improvements

Must Have Skills:

• 2–3+ years of financial services industry experience
• Advanced Excel skills
• Strong communication, organizational, and prioritization skills
• Critical thinking and problem-solving abilities
• Ability to manage multiple competing priorities in a fast-paced environment
• Demonstrated relationship-building and interpersonal skills
• Collaborative mindset with growth orientation
• Adherence to outlined processes and complex procedures
• English – proficient

Nice-To-Have Skills:

• Bilingualism (French and English)
• Mutual Fund Back Office or Dealer Back Office operational experience
• Strong knowledge of the investment fund industry and Fundserv distribution network.
• French – basic knowledge

FP Inc. is committed to creating an inclusive environment where all team members and clients feel like they belong. In accordance with the requirements set out in the Employment Standards Act, FP Inc. hereby declares that AI is utilized in the screening process for this position. The hourly compensation range for this role is $20/hr -$22.5/hr. We seek applicants with a wide range of abilities, and we provide an accessible candidate experience. We advocate for you and welcome anyone regardless of race, colour, religion, national origin, sex, physical or mental disability, or age.