Scotia Jarislowsky Fraser Portfolio Administrator (12 month Contract) - Montreal

Scotiabank•Montreal, QC

55d•Onsite

About The Position

The Portfolio Administrator works closely with the Relationship Manager(s) in the management of their overall book(s) of business, with a passion for providing client service excellence through a combination of direct client contact and through instructions from their assigned Relationship Manager(s). Overall, the role is designed to create capacity and provide support on technical aspects of the business to allow for the Relationship Managers to focus on value-added client activities. The Portfolio Administrator contributes to the overall success of their assigned market area by processing client service-related activities, preparing account opening documentation and ongoing maintenance documentation in compliance with governing regulations, internal policies, and procedures. Activities range from simple address change requests to complex activities such as documenting and understanding Power of Attorneys, maintaining authorized persons for corporate relationships and disbursements of Estate accounts. The Portfolio Administrator is jointly responsible for monitoring various recurring compliance and operational reports and supporting their assigned Relationship Manager(s) in remediating items from these reports. The individual operates with sound technical knowledge of diverse investment products and services for both individual clients and corporations. The Portfolio Administrator understands how the Bank’s risk appetite and risk culture should be considered in day-to-day activities, and they contribute to the overall success of PIC by administering and helping remediate items resulting from audit related activities which can include but are not limited to complicated subjects such as FATCA, CRS and QI. The Portfolio Administrator also supports and helps deliver upon market and regional goals of operational excellence through ongoing review and feedback sharing of processes, practices, and execution methods locally, regionally, and nationally.

Requirements

In addition to French, the successful candidate must also have sufficient knowledge of English, as the work involves interacting and collaborating regularly with groups and individuals based in Toronto, as well as constantly interacting with other people, including clients, who speak English, locally and elsewhere.
Proficient in organizational support
Strong interpersonal, communication & listening skills
Results/goal oriented
Self- motivated and disciplined
Ability to work independently and within a team environment
Ability to balance multiple and often conflicting priorities.
Desire to work in a dynamic fast paced environment.

Nice To Haves

Post Secondary (Business, Economics, Accounting, Finance) is an asset
CSC, industry experience and/or Investment management knowledge is an asset
Working knowledge of products and services offered by Scotiabank partners is an asset

Responsibilities

Alternate point of contact for clients on behalf of assigned Relationship Manager
Responding to client inquiries in a timely, responsive, and professional manner
Escalating issues, review processes and provide recommendations to the Relationship Managers and or leadership team to improve the client experience.
Preparing routine client correspondence, ad-hoc client reporting, and client meeting packages
Detailed and accurate management of portfolio administration tasks and activities
Quality, timely and effective management of end-to-end client onboarding and operational processes
Maintaining accurate client information and files in electronic and paper format
Enhance efficiencies through implementation of best practices amongst team.
Verifying documentation is complete for processing and assisting with efforts to collect missing information or documentation from clients.
Collaborate with internal business partners as required.
Consistently executing on Scotia Wealth Management and PIC service standards
Proactively identifying and implementing strategies to address client needs and to deliver exceptional client experiences.
Assisting Relationship Managers in preparing materials for business development meetings
Provide coverage for other Portfolio Administrators or Relationship Managers in market should the need arise based on volumes, projects or time off coverage
Minimizing the Bank’s exposure to risk by maintaining awareness and ensuring compliance/adherence to all procedures, regulatory activities and guidelines including Privacy, Anti-Money Laundering, Anti-Terrorist Financing, Know your Client, FATCA, CRS, QI, Occupational Health & Safety and Guidelines for Business Conduct
Participating in all aspects of compliance and the identification of deficiencies to remediate noncompliance in the business.
Adhering to bank and firm standards, policies, and business practices to ensure that Private Investment Counsel is meeting the appropriate regulatory and compliance requirements as they relate to both new and existing accounts.
Escalating, documenting, and reporting any unusual occurrences, suspicious or fraudulent activities, as per established procedures
Contributing to the effective and positive functioning of the Private Investment Counsel team and partners
Provide in office or remote coverage for other Portfolio Administrators (planned, unplanned OR during implemented BCP)
Fostering and developing a strong, positive team environment, driving employee empowerment, innovation, and a high degree of engagement
Building effective working relationships across the team and with various business lines, and internal and external stakeholders
Maintaining a high level of client service and effectively resolving / escalating client issues as required
Facilitating a culture of open and honest communication
Actively participating and contributing to coaching sessions, touch bases and team meetings
Encouraging the generation of new ideas and approaches by taking part in team meetings, working groups and special projects
Actively sharing knowledge and experience to enhance the development of all team members.