Portfolio Administrator

Bellwether Investment Management Inc.; Oakville; On-site; CAD 60,000 - 70,000; Full time

Benefits offered by this job

Discretionary bonus up to 20%

Group benefits program

Employer-matched savings plan

Job summary

Bellwether Investment Management Inc. seeks a Portfolio Administrator to deliver timely client service and accurate support to Portfolio Managers, Relationship Managers, Advisors, custodians, and clients.

The role emphasizes a client-service mindset, strong interpersonal skills, time management, and proactive problem-solving. In this operations-focused position, you will manage the account lifecycle, assist with onboarding, handle transfers and transactions, maintain databases, and support

Qualifications

• Post-secondary education in business or related field is assets
• Previous experience in client account documentation and administration within financial services is preferred
• Strong proficiency with the Microsoft Office suite; CRM, portfolio management and accounting software desirable
• Familiarity with AML procedures is a plus
• CSC or related coursework is an asset
• Collaborative, detail-oriented, quick learner and able to handle fast-paced environment

Responsibilities

• Liaise with clients, custodians, Portfolio Managers, Advisors, and Relationship Managers professionally
• Manage ongoing relationship management; service daily ad-hoc client/advisor requests
• Coordinate communications and assist with event planning and marketing activities
• Take on additional responsibilities to help the team succeed
• Facilitate end-to-end account lifecycle, including opening and closing processes
• Ensure new client paperwork is accurate, complete and compliant; follow up on deficient documents
• Set up and monitor account transfers through to completion
• Process financial transactions (withdrawals, wires, EFTs)
• Maintain internal databases and update systems with prices, FX rates and data
• Daily uploads of client activity from Custodians and subsequent reconciliations
• Perform Monthly Book Value Reconciliation and Performance Verification
• Monthly follow-up on DSC Mutual Fund information
• Create and distribute Welcome Packages and Quarterly client statements
• Investigate and update transfer-ins with zero book values quarterly

Skills

Relationship management

Client support

Organizational skills

Multi-tasking

Attention to detail

Education

Post-secondary education in business or related field

Canadian Securities Course (CSC) or related coursework

Tools

Microsoft Office

CRM software

Accounting software

Job description

The Portfolio Administrator provides timely, accurate information and service support to Portfolio Managers, Relationship Managers, Advisors, Custodians, and clients. The ideal candidate is client-service centric with excellent interpersonal skills, the ability to manage time efficiently, and a proactive approach to problem-solving. As an integral part of our operations 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

• Liaise with and respond to requests from clients, custodians, Portfolio Managers, Advisors, and Relationship Managers with professionalism and trust.
• Conduct ongoing relationship management, including servicing daily ad-hoc client and advisor requests.
• Manage incoming and outgoing communications and assist with event management and coordination of marketing activities.
• Take on additional responsibilities as dictated by business needs, maintaining an "all-in" attitude to help the team achieve success.

Account Opening & Administration

• 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.
• Set up and monitor account transfers through to completion.
• Process financial transactions, including automatic withdrawals/deposits, wires, and EFTs.
• Maintain internal databases (new securities, dividend records) and update systems with manual prices, foreign exchange rates, and other data as required.
• Conduct daily uploads of client account activity from Custodians and perform subsequent account reconciliations.
• Perform Monthly Book Value Reconciliation and Performance Verification.
• Execute monthly follow-up on DSC Mutual Fund information.
• Create and distribute Welcome Packages and Quarterly client statements.
• Investigate and update transfer-ins with zero book values on a quarterly basis.

Qualifications

• Education: Post-secondary education in business or a related field is an asset.
• Experience: Previous experience in client account documentation and administration within the financial services industry is preferred.
• Technical Skills: Strong proficiency with the Microsoft Office suite. Experience with CRM software, portfolio management, and accounting software is highly desirable.
• Industry Knowledge: Knowledge and application of AML procedures is an asset.
• Certification: Canadian Securities Course (CSC) or other financial services/investment management coursework is an asset.
• Soft Skills: Collaborative spirit, detail-oriented, a quick learner, and capable of excelling in a fast-paced environment. Strong organizational and multi-tasking abilities are essential.

Compensation and Working Conditions

• Salary Range (Base): This role offers a competitive annual base salary ranging from $60,000 to $70,000, depending on relevant qualifications and overall fit.
• Bonus & Benefits: Eligible for a discretionary performance bonus of up to 20% 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 Manager, Operations.
• 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.