Operations Administrator

Harbourfront Wealth Management; Vancouver; On-site; CAD 45,000 - 55,000; Full time

Job summary

Harbourfront Wealth Management is seeking an Operations Administrator to join our Vancouver-based Operations Team. This full-time, in-office role focuses on accurate processing of account opening and transfer documents and delivering high-quality client service.

You will report to the Senior Manager, Operations and play a key part in maintaining efficient back-office workflows. Ideal candidates bring strong Microsoft Office skills, excellent written and verbal communication, and the ability to

Qualifications

• Previous corporate experience is an asset.
• Currently pursuing a degree in Finance, Business Administration, or related field.
• Good written and verbal communication skills.
• Proficient with Microsoft Office suite.
• Ability to work under pressure and meet deadlines.
• Strong organizational skills and attention to detail.
• Team-oriented with willingness to assist in other areas.
• Experience with National Bank Independent Network (NBIN) back-office processes is a plus.

Responsibilities

• Process account opening and transfer documentation accurately.
• Manage Welcome Letter and Returned Mail processes.
• Monitor mailboxes and respond to service inquiries per standards.
• Review and approve Address and Banking updates.
• Stay updated on procedural/documentation changes.
• Distribute NBIN reports on missing/expired documents and guide branches.
• Assist with rejected or declined new account requests by NBIN.
• Coordinate electronic and physical filing of client documents.
• Organize and reconcile new account forms and docs.
• Perform other duties as assigned.

Skills

Microsoft Office

Communication

Attention to detail

Multitasking

Organization

Team player

Education

Finance or Business Administration degree in progress

Tools

NBIN back-office tools

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.