Senior Advisor Services Associate (Trust & Estate)

Harbourfront Wealth Group; Burlington; On-site; CAD 65,000 - 75,000; Full time

Job summary

Harbourfront Wealth Group in Canada is seeking a Senior Advisor Services Associate to support Trust and Estate accounts, coordinate settlements, and respond to client and advisor inquiries with accuracy and professionalism.

You will act as the subject matter expert on NBIN back-office processes, collaborate with internal teams, manage multiple priorities, and help maintain service levels by meeting SLAs and training advisory staff.

Qualifications

• Experience supporting Trust and Estate administration and related processing.
• Familiarity with CIRO back-office operations and securities workflows.
• Strong communication skills and ability to respond to inquiries within SLAs.
• Proven multitasking ability in a high-volume environment.

Responsibilities

• Assist with Trust and Estate account administration, including settlements and transfers.
• Serve as subject matter expert on NBIN back-office processes and platforms.
• Address client and advisor inquiries with timely, accurate responses.
• Monitor designated mailboxes and ensure follow-ups per SLAs.
• Provide training and support to advisory teams.
• Close ticket items promptly and participate in process improvements.

Skills

Trust & Estate administration

Back-office processes

MS Office

Analytical skills

Communication skills

Prioritization & multitasking

Tools

NBIN back-office platform

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 $16 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 career opportunity for a Senior Advisor Services Associate. This role has flexibility on location out of Vancouver, BC, Winnipeg, MB, or Burlington, ON. We are looking for a highly motivated, high performing results driven candidate who will report to the Manager, Advisor Support. This highly motivated candidate must take personal responsibility for building solid relationships and must have a passion for providing high quality customerservice.

You will be responsible for:

• Assist with Trust and Estate account administration, including processing estate settlements, transfers, documentation, and responding to related client and advisor inquiries
• Acting as the subject matter expert on Custodian (NBIN) back-office processes & platforms
• Acting as the subject matter expert on all day-to-day services for client related inquiries: such as deposits, withdrawals, transfers, internal Harbourfront systems and provide demos as required
• Pivoting between multiple priorities and urgent tasks
• Monitoring all designated mailboxes for incoming inquiries
• Providing professional, timely, and accurate responses to inquiries, following established SLAs
• Conducting follow-ups and provide status updates, following established SLAs
• Escalating pending inquiries as necessary, following established protocols
• Scheduling meetings with NBIN to expedite resolution for outstanding requests
• Liaising with internal teams and/or external vendors, as necessary, to complete all service inquiries
• Identify and assessing patterns within the Advisor Support department
• Conducting training for advisory teams
• Closing all completed ticket items in a timely manner
• Keeping up to date with corporate and industry changes, including implementing internal changes, as necessary, to further improve service levels
• Participating in team meetings to address ongoing processing issues and make improvements
• Seeking advisory branch feedback to help improve services
• Assisting special projects and other internal departments, as necessary, to help maintain adequate servicing across the firm
• Other duties, as assigned

The ideal candidate for this position has:

• Previous knowledge of National Bank Independent Network back-office process and various applications
• 1–2 years of hands‑on experience supporting Trust and Estate administration, including related processing and documentation.
• 3-5 years of administrative experience, back‑office experience in a CIRO firm environment is strongly preferred
• Thorough knowledge of securities/CIRO industry operational processes, internal procedures/products, various registered and non‑registered account types, documentation requirements on account opening, and systems an asset
• Excellent verbal and written communication skills
• Proficiency with MS Office applications
• Strong analytical skills with attention to detail
• Demonstrated ability to prioritize, multitask, work within time constraints and follow‑up
• Demonstrated ability to work in a high volume and time‑demanding environment
• Demonstrated ability to learn quickly, retain information, achieve results, and thrives within a fast‑paced environment
• Strong analytical, problem‑solving, and organizational skills

Salary Range:

$65,000 - $75,000 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.