Portfolio Administrator

Bellwether Investment Management; Oakville; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

A financial services firm in Oakville is seeking a Portfolio Administrator. This role involves liaising with clients and managing account administrations, requiring strong computer skills and the ability to work well under pressure. Ideal candidates will be team-oriented and detail-focused, facilitating account openings and servicing client requests effectively. The position has hybrid working conditions, requiring attendance in the Oakville office at least 3 days per week.

Qualifications

• Strong computer skills including Microsoft Office suite.
• Knowledge and application of AML procedures.
• Collaborative spirit and comfortable in a team environment.

Responsibilities

• Liaise with clients and custodians, managing ongoing relationships.
• Facilitate account opening and closing, ensuring paperwork is completed.
• Assist in maintaining databases, executing transactions, and general support.

Skills

Strong computer skills including Microsoft Office suite

Knowledge of AML procedures

Collaborative spirit

Quick learner

Education

Post-Secondary education in business

Canadian Securities Course

Tools

CRM software

Portfolio management software

Job description

Who We Are

Bellwether is a hand‑picked team of experienced portfolio managers, skilled family wealth advisors and the operations teams that support them, brought together to positively influence the futures of affluent individuals and families by executing our life and legacy promise.

At Bellwether, we offer the opportunity to build a rewarding and fulfilling career. This is a place where you can realize your aspirations and achieve your goals, within a supportive and inclusive environment. By collaborating and working with talented colleagues on interesting and challenging projects and activities, every employee can make a difference and have a profound impact on our business.

We are a value‑based organization with the following core beliefs:

• All in
• Clients come first
• Trust is earned
• One Team
• Innovation answers uncertainty
• Discipline delivers results

We are committed to providing an environment where all employees are encouraged to reach their highest potential. Please join us in striving to please our clients, in aiming to be the best you can be, and in making our Company a success.

Job Summary

The Portfolio Administrator will work closely with Portfolio Managers, Relationship Managers, Advisors, Custodians, fellow Portfolio Administrators and clients, providing timely, accurate information and service support in the administration of client accounts. The ideal candidate will have excellent people skills and be client‑service centric with the ability to manage time efficiently and prioritize work. The successful candidate is a team player, ready to take on new challenges, works well under pressure and utilizes their excellent problem‑solving skills to help others. This position reports to the Manager, Operations and Portfolio Administration.

Key Responsibilities

Relationship Manager

• Liaise with and respond to requests from clients, custodians, Portfolio Managers, Advisors and Relationship Managers
• Ongoing relationship management with clients, including servicing of daily ad‑hoc client and Portfolio Manager requests
• Work with team to manage outgoing and incoming communications, improve processes and assist with event management and coordination of other marketing activities
• Other responsibilities as dictated by the needs of the business in the areas of sales, client service, and administration.
• Take on additional responsibilities with an attitude of doing whatever needs to be done to help the team achieve success.

Account opening/Administration

• Facilitate account opening, closing and ongoing administration with clients, Custodians, Advisors, Relationship Managers and Portfolio Managers
• Ensure new client paperwork is complete and filed accordingly.
• Follow‑up on deficient paperwork.
• Set up and monitor account transfers through to completion
• Set up automatic withdrawals/deposits, wires, EFT’s, etc…
• Assist in maintaining databases, such as new securities, dividend records
• Assist in review of new account openings
• Update internal record keeping system during client transitions
• Assist in updating system with manual prices, foreign exchange rates, dividend records and other functions as required
• Daily upload of client account activity from Custodians and subsequent reconciliation of accounts
• Monthly Book Value Reconciliation and Performance Verification of client accounts
• Monthly follow‑up on DSC Mutual Fund information
• Create and send Welcome Packages for new clients
• Review and distribute quarterly client statements
• Investigate and update transfer in’s with zero book values on a quarterly basis
• Ongoing general administrative support

Qualifications

• Strong computer skills including Microsoft Office suite, CRM software, portfolio management and accounting software
• Knowledge and application of AML procedures. Past training an asset
• Canadian Securities Course or other industry or college courses in the area of financial services or investment management would be an asset
• Collaborative spirit and comfortable working both in a team environment & on individually assigned tasks
• Can‑do roll up the sleeves attitude, quick learner with a thirst for knowledge and the ability to excel in a fast paced, quick change environment
• Post‑Secondary education in business is an asset but not a requirement.
• Prior experience working with and for High Net Worth Private Clients is an asset.

Working conditions

This is a hybrid role which will be required to report into our Oakville office at least 3 days/week.

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