PIC Portfolio Administrator

Scotiabank; Calgary; On-site; CAD 50,000 - 80,000; Full time

Job summary

An established industry player seeks a Portfolio Administrator to join a dynamic team focused on delivering exceptional client service and supporting business development. This role is essential for enhancing the efficiency of Relationship Managers by managing client portfolios and ensuring compliance with regulations. The ideal candidate will possess strong relationship management skills, a solid understanding of financial planning, and a commitment to fostering a collaborative team environment. Join a purpose-driven organization that values diversity and inclusion, and contribute to creating innovative solutions for clients.

Qualifications

• University degree in relevant field or equivalent experience.
• Minimum two years of industry experience required.

Responsibilities

• Manage client portfolios and deliver consistent client experiences.
• Support Relationship Managers in business development activities.

Skills

Relationship Management

Client Service

Communication Skills

Financial Planning

Problem Solving

Education

University Degree in Business, Economics, Accounting, or Finance

CSC Designation

Tools

Client Management Systems

Job description

Requisition ID: 224229

Join a purpose-driven, high-performing team committed to results within an inclusive culture.

Purpose

The Portfolio Administrator works closely with Relationship Managers to manage the overall client portfolio by providing effective client service and supporting business development activities. This role aims to create capacity for Relationship Managers to focus on value-added client interactions. Additionally, the Portfolio Administrator supports operational excellence by reviewing and improving processes, practices, and execution methods. The role requires understanding how the Bank’s risk appetite and culture influence daily activities, ensuring compliance with regulations, policies, and procedures.

Major Accountabilities

Client Service

• Deliver consistent client experience aligned with PIC value proposition during all interactions.
• Serve as the key contact for clients on behalf of Relationship Managers.
• Respond promptly and professionally to client inquiries, including cash management requests.
• Escalate issues appropriately to Relationship Managers or Governance & Operations Managers.
• Prepare routine and customized client correspondence and reports.
• Support implementation of client wealth strategies through accurate portfolio administration.
• Manage account opening processes efficiently.
• Coordinate and manage client onboarding and annual review preparations.
• Maintain accurate client data and files.
• Review and recommend process improvements to enhance client experience and operational efficiency.
• Follow up on missing or incomplete documentation.
• Utilize knowledge of Scotia Wealth and PIC products/services to meet client needs.
• Partner with internal teams to ensure comprehensive client service.
• Gather client feedback for service improvement and opportunity identification.
• Execute Scotia Wealth and PIC service standards proactively.
• Respond to inquiries from clients and senior management.
• Resolve issues promptly and escalate when necessary.
• Identify and implement strategies to address client needs proactively.

Support Relationship Managers

• Create and customize client reports.
• Coordinate with Trust Officers on investment strategies.
• Assist in business planning activities and events.
• Provide portfolio administration support for estate and trust portfolios.
• Maintain ongoing dialogue to understand clients’ financial needs and risk tolerance.
• Stay informed of changes affecting clients’ financial objectives.
• Manage client information accurately using relevant systems.
• Demonstrate organizational skills and attention to detail.

Business Development

• Coordinate prospecting and development activities for Relationship Managers.
• Support marketing strategies to attract and retain clients.
• Facilitate interactions between clients, prospects, and internal teams.
• Communicate with internal referral sources to ensure timely responses.
• Prepare materials for business meetings and follow up on action items.
• Identify referral opportunities across Scotia Wealth partners and other divisions.

Risk Management/Compliance

• Ensure compliance with all regulatory and internal procedures, including Privacy, AML, and other guidelines.
• Support portfolio management in line with firm strategy and risk appetite.
• Participate in compliance activities and policy updates.
• Report any suspicious or fraudulent activities as per procedures.

Team Membership

• Contribute to the effective functioning of the team.
• Foster a positive, innovative, and engaged team environment.
• Build effective relationships across teams and with stakeholders.
• Maintain high client service standards and open communication.
• Participate in coaching, meetings, and knowledge sharing.
• Encourage new ideas and approaches.
• Support team development through active knowledge sharing and development plans.

Education/Work Experience/Designations

• University Degree (Business, Economics, Accounting, Finance) or equivalent.
• CSC designation, industry experience, or investment management knowledge is an asset.
• Minimum two years of industry experience.
• Strong relationship management skills.
• Support sales and business development activities.
• Excellent interpersonal, communication, and listening skills.
• Results-oriented and self-motivated.
• Integrity in execution.
• Proficiency in financial planning.
• Thorough knowledge of Scotia Wealth and PIC product and service offerings.
• Working knowledge of products/services offered by Scotiabank partners.

Location: Calgary, Alberta, Canada

Scotiabank is committed to diversity and inclusion. Accommodations are available upon request during the recruitment process. Candidates must apply online. Only shortlisted candidates will be contacted.