Portfolio Administrator, Private Clients

Leith Wheeler Investment Counsel Ltd.; Vancouver; Hybrid; CAD 65,000 - 90,000; Full time

Benefits offered by this job

Employee Ownership

Open and Transparent Culture

Team-Oriented and Supportive Env

Work-Life Balance

Learning and Development

Shared Purpose

Competitive Compensation Package

Job summary

Leith Wheeler Investment Counsel Ltd. in Vancouver is seeking a dynamic Portfolio Administrator to support the Private Client team and deliver exceptional client service.

The role partners with Portfolio Managers to ensure accurate records, timely onboarding, and smooth account administration while maintaining regulatory compliance. You're someone who takes pride in client interactions and strives for operational excellence.

Qualifications

• Experience in investment or financial services is preferred.
• CSC completion or enrollment is an asset.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks with shifting priorities.

Responsibilities

• Take full ownership of client account administration and ensure records are accurate.
• Lead onboarding, transfers, and closures in compliance with regulations.
• Process transactional requests and coordinate cash settlements.
• Produce monthly/quarterly reports, client presentations, and tax packages.
• Maintain client records in the CRM system and respond to inquiries.
• Collaborate with internal teams to resolve issues and support clients.
• Support ad-hoc projects and client events as needed.

Skills

Client service

Multi-tasking

Attention to detail

Team collaboration

Professional communication

Education

Canadian Securities Course (CSC) asset

Tools

Excel

Word

PowerPoint

Outlook

Adobe Acrobat

Salesforce CRM

Job description

Leith Wheeler Investment Counsel Ltd. is an independent, employee-owned investment management firm founded in 1982. We manage over $35 billion of assets on behalf of pension, foundation, corporate, faith-based, Indigenous, and individual clients across Canada. We are headquartered in Vancouver, with offices in Calgary, Toronto, and Montréal.
We are seeking a dynamic and friendly Portfolio Administrator to provide operational support to the Private Client team and exceptional client service in the Vancouver office. The successful candidate will work closely with Portfolio Managers, providing accurate, timely information and service support. This position will appeal to someone who is passionate about client service - someone who takes genuine pride in their work and treats every client interaction as a chance to do a little more than expected, zealous in their pursuit of operational efficiency, and comfortable working in a team-based environment.

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, color, ethnic or national origins, sex, marital status, disability, age, sexual orientation, religion, or belief.

Job Description:

• Take full ownership of the administration of client accounts, keeping records accurate and every file moving on time
• Lead and execute account onboarding, transfers, and closures in full compliance with regulatory requirements
• Process transactional requests and coordinate cash settlements as required
• Produce monthly and quarterly reports, client presentations, and year-end tax reporting packages
• Maintain accurate client records and documentation within the CRM system
• Proactively investigate and resolve client inquiries in a timely manner
• Develop a strong understanding of the firm’s investment products and services. Deliver a consistently positive, professional client experience across all interactions
• Work closely with internal operational teams to resolve issues and respond to client requests
• Assist with ad-hoc projects, including client events

What We Offer:

• Employee Ownership: This is the heart of what makes Leith Wheeler different. As an employee-owned firm, we believe in rewarding those who contribute to our collective success. Team members have the opportunity to become future shareholders and grow alongside the firm.
• Open and Transparent Culture: We value open dialogue, collaboration, and trust. Everyone has a voice, and ideas are encouraged - whether they come from a new hire or a long-time partner.
• Team-Oriented and Supportive Environment: You’ll work closely with experienced professionals who are approachable, respectful, and invested in each other’s success.
• Work-Life Balance: We understand that personal well-being fuels professional excellence. Our flexible, balanced approach enables you to thrive both inside and outside of work.
• Learning and Development: As part of a boutique firm, you’ll gain exposure to multiple facets of the investment business and have the chance to broaden your skills and impact.
• Shared Purpose: Join a firm built on independence, integrity, and long-term relationships where we measure success by the trust we build and the results we deliver for our clients.
• Competitive Compensation Package: Compensation is competitive and will be commensurate with education, experience, and internal parity. The package includes an RRSP contribution, extended health benefits from the day of joining (no waiting period), and three weeks’ paid vacation annually.

Job Qualifications:

• At least eight years of experience in the investment or financial services industry, with working knowledge of investment account types
• Completion (or current enrollment) in the Canadian Securities Course (CSC) is an asset
• After passing the probationary period, we require all Client Services Associates to enroll in the CSC
• Experience with custodian accounts is highly desirable
• Intermediate proficiency in Excel, Word (version control and document polishing), PowerPoint (creating and editing presentations), Outlook, and Adobe Acrobat
• Experience with Salesforce CRM is an asset
• Exceptional written and verbal communication skills
• Demonstrated ability to interact with clients
• A strong ability to manage multiple tasks and shifting priorities
• A dual passion for operational efficiency and client service
• Strong attention to detail and an inquisitive mind
• Great initiative and problem-solving skills
• The ability to collaborate and thrive independently and in a team-based environment

If you possess an entrepreneurial spirit and are excited about being a part of an employee-owned firm where your contributions matter, this opportunity may be just right for you.