Associate Portfolio Administrator

Bellwether Investment Management Inc.; Oakville; On-site; CAD 55,000 - 65,000; Full time

Benefits offered by this job

Discretionary bonus up to 15% of base

Group benefits program

Employer-matched savings plan

Oakville on-site then hybrid work

Job summary

Bellwether Investment Management Inc. in Oakville is seeking an Associate Portfolio Administrator to support Portfolio Managers, Relationship Managers, Advisors, and Custodians with timely, accurate client account administration and service.

The role emphasizes client-service excellence, proactive problem-solving, and strong teamwork. It includes end-to-end account lifecycle management, paperwork accuracy, and coordination of transfers, withdrawals, wires, and monthly statements.

Qualifications

• Post-secondary education in Finance, Economics, Quantitative Finance, Commerce, or related discipline.
• Strong computer skills, including Microsoft Office; familiarity with financial software is preferred.
• Collaborative spirit with ability to manage multiple tasks concurrently.

Responsibilities

• Relationship Management & Client Support: liaise with clients, custodians, Portfolio Managers and Advisors to deliver high-quality service.
• Account Administration: manage end-to-end account lifecycle and ensure accurate paperwork and compliance.
• General Operations: maintain can-do attitude and engage in ongoing professional development.

Skills

Microsoft Office

Financial software tools

Team collaboration

Organizational skills

Education

Post-secondary education in Finance, Economics, Quantitative Finance, Commerce, or related discipline

Job description

The Associate Portfolio Administrator supports Portfolio Managers, Relationship Managers, Advisors, and Custodians by providing timely, accurate information and service support in the administration of client accounts. This role is client-service centric, requiring excellent people skills, the ability to prioritize work effectively, and a proactive approach to problem-solving. As an integral part of the team, the successful candidate works well under pressure and is committed to delivering a seamless client experience.

What will you bring to the team?

Key Responsibilities

Relationship Management & Client Support (40%)

• Liaise with and respond to requests from clients, custodians, Portfolio Managers, Advisors, and Relationship Managers.
• Conduct ongoing relationship management, including servicing daily ad-hoc client and Portfolio Manager requests.
• Manage incoming and outgoing client communications with a focus on high-quality service.
• Collaborate with the team to improve operational processes.
• Assist with event management and the coordination of marketing activities as needed.
• Take on additional responsibilities as dictated by business needs in sales, client service, and administration.

Account Administration (50%)

• Facilitate the end-to-end account lifecycle, including opening, closing, and ongoing administration.
• Ensure new client paperwork is accurate, complete, and filed in accordance with compliance standards.
• Follow up on deficient documentation to ensure timely resolution.
• Set up and monitor account transfers through to completion.
• Process financial transactions, including automatic withdrawals/deposits, wires, and EFTs.
• Perform daily uploads of client account activity from Custodians and execute subsequent reconciliations.
• Create and distribute welcome packages for new clients.
• Review, correct, and distribute quarterly client statements.
• Assist with monthly follow-up on DSC Mutual Fund information.

General Operations (10%)

• Maintain a "can-do" attitude, demonstrating a willingness to support the team in achieving shared success.
• Engage in ongoing professional development to stay current on industry trends and best practices.

Qualifications

• Education: Post-secondary education in Finance, Economics, Quantitative Finance, Commerce, or a related discipline.
• Skills: Strong computer skills, including the Microsoft Office suite. Proficiency in financial software/tools is preferred.
• Abilities: Collaborative spirit, comfortable working both in a team environment and on individually assigned tasks. Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Professional Certification: Canadian Securities Course (CSC) or other financial services/investment management coursework is an asset.
• Personal Characteristics: Detail-oriented, quick learner with a thirst for knowledge, and capable of excelling in a fast-paced environment.

Compensation and Working Conditions

• Salary Range (Base): This role offers a competitive annual base salary ranging from $55,000 to $65,000, depending on relevant qualifications and overall fit.
• Bonus & Benefits: Eligible for a discretionary performance bonus of up to 15% of base salary, plus a competitive group benefits program and employer-matched savings plan.
• First 3 to 6 months: On-site in our Oakville office 5 days per week. Thereafter: Hybrid work model, with a minimum of 3 days per week in the office.
• Reporting Structure: Reports directly to the Senior Portfolio Administrator.
• Hours: Standard business hours are observed, with the expectation of availability for occasional overtime as business needs dictate.

AI Statement

Bellwether’s hiring process may include AI screening for keywords and minimum qualifications. Trained staff review all results and make final decisions.

Bellwether Investment Management Inc. is an equal opportunity employer committed to diversity and inclusion. Disability-related accommodation during the application process is available upon request.