Scotia Jarislowsky Fraser Portfolio Administrator - Toronto

Scotiabank•Toronto, ON

1d•Onsite

About The Position

The Portfolio Administrator works closely with Relationship Managers to manage the overall book of business by providing effective and efficient client service and executing business development related activities. This role is a dedicated client servicing support role, designed to create capacity and support Relationship Managers to focus on value-added client activities. Additionally, the Portfolio Administrator will support and deliver upon market and regional goals of operational excellence through ongoing review and enhancement of processes, practices, and execution methods. The Portfolio Administrator understands how the Bank’s risk appetite and risk culture should be considered in day-to-day activities and decisions, ensuring that all activities conducted are in compliance with governing regulations, internal policies, and procedures.

Requirements

University Degree (Business, Economics, Accounting, Finance), College Diploma or equivalent
Two years industry experience
Strong relationship management skills
Proficient in providing support to sales and business development activities
Strong interpersonal, communication & listening skills
Results/Goal achievement oriented
Self- motivated and disciplined
Executes with Integrity
Proficient in the completion of a Financial Plan
Thorough knowledge of each Scotia Wealth & SJF Business Line’s value proposition and product and service offering in order to identify opportunities across the Scotia Wealth partners
Working knowledge of the products and services offered by Scotiabank partners in order to identify and refer clients as appropriate.

Nice To Haves

CSC, industry experience and/or Investment management knowledge is an asset

Responsibilities

Act as a key point of contact for clients on behalf of the assigned Relationship Manager.
Respond to client inquiries in a timely, responsive, and professional manner, including executing client cash management requests.
Escalate issues to the Relationship Managers and/or Governance & Operations Manager as appropriate.
Prepare routine client correspondence and ad-hoc, customized client reporting.
Actively support the implementation of client wealth strategies through detailed and accurate management of portfolio administration tasks and activities.
Manage the account opening process with quality, timeliness, and effectiveness.
Coordinate and manage the end-to-end client onboarding processes with respect to operational and administrative processes.
Prepare for client annual reviews.
Maintain accurate client information and files in electronic or paper format as may be required.
Review processes and provide recommendations to improve the client experience, add value, and enhance efficiencies through implementation of best practices and ongoing process reengineering.
Follow up with clients on missing or incomplete documentation.
Utilize strong knowledge of the Bank’s, Scotia Wealth, and SJF diverse products and services to ensure client needs are well understood, documented, and satisfied.
Partner with all internal product/service business partners as required to ensure client needs are met.
Actively listen and seek client feedback on products, services, and the delivery of client experience for purposes of client service and opportunity identification.
Consistently execute on Scotia Wealth and SJF service standards through proactive contact, central client point of contact, recording and maintaining the Client Contact database.
Respond to client and Senior Management inquiries.
Resolve client issues expeditiously and accurately and/or escalate problem situations when appropriate.
Proactively identify and implement strategies to address client needs.
Prepare, create, and customize client reports.
Work with Trust Officers to ensure that all investment strategies and principals are applied appropriately.
Support Relationship Managers to execute upon business planning activities and events.
Provide Portfolio Administration support functions as required for Estate & Trust portfolios and/or direction to Portfolio Administrators.
Ensure a comprehensive understanding of each client’s financial needs, risk tolerance, and long-term objectives by maintaining ongoing dialogue.
Stay abreast of any changes in client lifestyle/needs or capital market conditions that may affect clients’ financial objectives.
Accurately manage client information and data through use and knowledge of applicable systems.
Demonstrate strong organizational skills and attention to detail in order to successfully support the team and relationship managers.
Coordinate prospecting and business development activities on behalf of the Relationship Managers.
Support the execution of marketing strategies to attract and retain valuable clients (e.g., coordinating internal/external professional presentations and reports).
Coordinate interactions between clients/prospects and the Relationship Managers and Team of Experts or other Scotiabank Partners.
Liaise with internal referral sources to ensure timely communication, response, and resolution to inquiries and relationship management needs.
Prepare materials for business development meetings.
Follow up on action items from business development meetings.
Identify referral opportunities to Scotia Wealth partners, Scotia McLeod, Commercial Banking, Retail, and other key partners.
Minimize 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, FCAC, Know Your Client, Occupational Health & Safety, and Guidelines for Business Conduct.
Support the Relationship Managers in maintaining client portfolios in accordance with established firm strategy, which includes utilizing the Central Portfolio Models and pools, focusing on client segmentation and client’s risk appetite.
Participate in all aspects of compliance and the identification of actions or changes in policy and/or procedures in order to remediate non-compliance in the business.
Adhere 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.
Escalate, document, and report any unusual occurrences, suspicious or fraudulent activities, as per established procedures.
Contribute to the effective functioning of the SJF team.
Foster and develop a strong, positive team environment, driving employee empowerment, innovation, and a high degree of engagement.
Build effective working relationships across the team and with various business lines, internal and external stakeholders.
Maintain a high level of client service.
Facilitate a culture of open and honest communication.
Actively participate and contribute to coaching sessions, touchbases, and team meetings.
Encourage the generation of new ideas and approaches.
Actively share knowledge and experience to enhance the development of all team members.
Develop and execute a meaningful employee development plan.