Invoice and Filing Administrator

Randstad Canada; Burnaby; On-site; CAD 45,000 - 55,000; Full time

Job summary

Harbourfront Wealth is seeking an Operations Administrator for our Vancouver, BC office. The role focuses on accurately processing account opening and transfer documentation, with a strict in-office requirement.

You will report to the Senior Manager, Operations and build solid relationships while delivering high-quality customer service. Ideal candidates have good communication skills, strong organizational abilities, and experience with Microsoft Office.

Qualifications

• Strong written and verbal communication skills required.
• Ability to multitask in a fast-paced office environment.
• Attention to detail and accurate data entry with documentation.
• Experience in a corporate back-office or wealth-management setting is a plus.

Responsibilities

• Process account opening and transfer documentation accurately and timely.
• Serve as gatekeeper for mail and NBIN-related communications.
• Maintain filing and documentation for new accounts and related forms.
• Provide high-quality customer service and support to branches and clients.

Skills

Communication skills

Multitasking

Organizational skills

Attention to detail

Education

Pursuing Finance/Business Administration degree

Tools

Microsoft Office

Job description

Who we are:

Harbourfront Wealth is a dynamic industry leader specializing in financial services and wealth management. We are a fast-growing wealth management firm with over $22 billion in assets under administration, comprised of five integrated entities: CIRO dealer, investment counsel, asset manager, U.S. Registered Investment Advisor (RIA) and insurance company. At Harbourfront Wealth, our core values start with the belief that great people make great companies.

Career opportunity:

We currently have a full-time opportunity for an Operations Administrator to join our Operations Team. The successful candidate will be responsible for accurately processing account opening & transfer documentation in a timely manner. This role is based in Vancouver, BC and has a 100% in office requirement. We are looking for a highly motivated, high performing, results driven candidate who will report to the Senior Manager, Operations. This highly motivated candidate must take personal responsibility for building solid relationships and must have a passion for providing high quality customer service.

You will be responsible for:

• Responsible for the Welcome Letter process, physically and electronically
• Responsible for the Returned Mail process, including scanning, shredding tracking documentation, email communications and restriction process with NBIN.
• Monitor mailboxes as ‘gatekeeper’ and respond to incoming service inquiries within established service standards.
• Complete the review and approval process for Address and Banking updates.
• Keep up to date on all procedural and documentation requirement changes.
• Send out all applicable NBIN reports on missing documentation, expired documents, grant information to Branches and follow up accordingly.
• Assist with handling rejected or declined new account opening requests by external processing agent (NBIN).
• Follow up with NBIN for accounts passed standard SLA.
• Assist with electronic and/or physical filing of client account documentation;
• File, organize, and reconcile new account forms and various documentation.
• Other Duties as Assigned.

The ideal candidate for this position has:

• Previous experience in a corporate environment is an asset;
• Currently pursuing a degree in Finance, Business Administration, or a related field;
• Good written and verbal communication skills;
• Good working knowledge with Microsoft Office suite of applications;
• Ability to work well under pressure and meet required deadlines;
• Ability to effectively multitask in a fast-paced work environment;
• Effective organizational skills;
• Strong attention to detail;
• Desire to work in a team environment and willingness to assist in other areas when needed;
• Positive, professional, and friendly attitude;
• Previous knowledge of National Bank Independent Network back-office process and tools;
• Experience working with a Securities Brokerage firm is an asset.

Salary Range:

$50,000 per annum (actual salary offered will be commensurate with education, experience, and internal parity).

Diversity and Inclusion

Diversity is an important value to us. We are committed to providing equal opportunities in employment and to providing a workplace which is free from discrimination and harassment. This means that all job applicants and employees will receive equal treatment regardless of race, colour, ethnic or national origins, sex, marital status, disability, age, sexual orientation, religion, or belief.