Senior Trust & Estates Administrator

TEEMA Group; Vancouver; On-site; CAD 60,000 - 85,000; Full time

Benefits offered by this job

Vacation

RRSP

Collaborative and supportive team

Opportunities for professional growth

Job summary

TEEMA Group seeks a Trust and Estate Support Specialist to administer estates, transfers, and documentation, serving clients and advisers with NBIN back-office processes.

You will act as a subject matter expert, handle day-to-day service requests, provide guidance to advisory teams, and monitor inbox SLAs, while collaborating with NBIN, internal teams, and vendors to resolve requests and improve processes.

Qualifications

• 1–2 years of hands-on experience supporting Trust and Estate administration, including related processing and documentation.
• 3–5 years of administrative or back-office experience; experience within a CIRO-regulated firm is strongly preferred.
• Previous experience with NBIN back-office processes and applications.
• Knowledge of securities industry operations, account types, products, procedures, and documentation requirements is an asset.
• Strong verbal and written communication skills.
• Excellent attention to detail, analytical, problem-solving, and organizational skills.
• Strong knowledge of Microsoft Office applications.
• Ability to prioritise, multitask, meet deadlines, and consistently follow up.
• Ability to work effectively in a high-volume, time-sensitive environment.
• A quick learner who can retain information, adapt to change, and deliver results.

Responsibilities

• Support Trust and Estate account administration, including settlements, transfers, documentation.
• Act as a subject matter expert on NBIN back-office processes and platforms.
• Support day-to-day client service requests, including deposits, withdrawals, transfers, and internal systems.
• Provide guidance and demonstrations to advisory teams as needed.
• Monitor designated mailboxes and respond to inquiries within SLAs.
• Follow up on outstanding requests, provide status updates, and escalate issues when required.
• Work with NBIN, internal teams, and external vendors to resolve service requests.
• Identify trends and recurring issues and recommend improvements.
• Conduct training and provide support to advisory teams.
• Ensure completed service tickets are closed accurately and on time.
• Stay current on corporate, regulatory, and industry changes and help implement process improvements.
• Participate in team meetings to identify processing issues and improve service levels.
• Gather feedback from advisory branches to improve client and advisor experience.
• Assist with special projects and support other departments when required.
• Manage multiple priorities and urgent requests in a fast-paced environment.
• Perform other duties as assigned.

Skills

Attention to detail

Analytical thinking

Problem solving

Organizational skills

Verbal communication

Written communication

Multitasking

Time management

Adaptability

Tools

Microsoft Office

Job description

What You’ll Be Doing

Support Trust and Estate account administration, including estate settlements, transfers, documentation, and client and advisor inquiries.

Act as a subject matter expert on National Bank Independent Network (NBIN) back-office processes and platforms.

Support day-to-day client service requests, including deposits, withdrawals, transfers, and internal systems.

Provide guidance and demonstrations to advisory teams as needed.

Monitor designated mailboxes and respond to inquiries accurately and within established SLAs.

Follow up on outstanding requests, provide status updates, and elevate issues when required.

Work directly with NBIN, internal teams, and external vendors to resolve service requests.

Identify trends and recurring issues within the Advisor Support team and recommend improvements.

Conduct training and provide support to advisory teams.

Ensure completed service tickets are closed accurately and on time.

Stay current on corporate, regulatory, and industry changes and help implement process improvements.

Participate in team meetings to identify processing issues and improve service levels.

Gather feedback from advisory branches to help improve the overall client and advisor experience.

Assist with special projects and support other departments when required.

Manage multiple priorities and urgent requests in a fast-paced environment.

Perform other duties as assigned.

What You Must Have

1–2 years of hands‑on experience supporting Trust and Estate administration, including related processing and documentation.

3–5 years of administrative or back‑office experience; experience within a CIRO‑regulated firm is strongly preferred.

Previous experience with NBIN back‑office processes and applications.

Knowledge of securities industry operations, account types, products, procedures, and documentation requirements is an asset.

Strong verbal and written communication skills.

Excellent attention to detail, analytical, problem‑solving, and organizational skills.

Strong knowledge of Microsoft Office applications.

Ability to prioritise, multitask, meet deadlines, and consistently follow up.

Ability to work effectively in a high‑volume, time‑sensitive environment.

A quick learner who can retain information, adapt to change, and deliver results.

Why Join the Team

Join a collaborative and supportive team where your expertise makes a real impact.

Work closely with advisors, internal teams, and industry partners.

Build and expand your expertise in Trust and Estate administration and investment operations.

Have opportunities to contribute to process improvements, training, and special projects.

Be part of a fast-paced environment where your ideas and feedback are valued.

Who Will Excel in This Role

You’ll thrive in this position if you are organised, detail‑oriented, and comfortable managing multiple priorities. You enjoy solving problems, helping others, and finding ways to make processes better.

You’re someone who takes ownership, communicates clearly, follows through on commitments, and stays calm when things get busy. Most importantly, you’re curious, adaptable, and enjoy being the person others can rely on for answers.

Salary & Perks

• Vacation
• RRSP
• Collaborative and supportive team environment
• Opportunities for professional growth and development