Title:  Client and Portfolio Administrator

Requisition ID: 250411  

We are committed to investing in our employees and helping you continue your career at Scotiabank. 

Purpose

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.

Accountabilities

Client Service

•  Strong understanding of PIC value proposition for Consistent delivery of the desired client experience during all client interactions

•  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

Risk Management/Compliance

• 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

Team Membership

• 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.
• Scotiabank is committed to providing a healthy work environment that is free from discrimination, harassment and violence. This means that we are all responsible to work towards the creation of an environment that is caring and welcoming, professional and supportive, and safe and secure for all, including employees and clients
• We rely on and value the talents, ideas, diversity and commitment of thousands of employees, business partners and other stakeholders around the world to deliver outstanding service to our clients. Central to our relationship is the principle of mutual respect which should be present in everything we do.

Education / Experience / Other Information

• 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
• 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.

Working Conditions.

• Standard office environment.
• Occasional nonstandard hours to meet client needs and deadlines

« 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.”

#SWM

Scotiabank is a leading bank in the Americas. Guided by our purpose: "for every future", we help our customers, their families and their communities achieve success through a broad range of advice, products and services, including personal and commercial banking, wealth management and private banking, corporate and investment banking, and capital markets. Jarislowsky, Fraser Limited (“JFL”) is a wholly-owned subsidiary of The Bank of Nova Scotia (“Scotiabank”) and operates as a distinct business division. JFL manages the portfolios of pension funds, foundations and endowments, corporations and high-net-worth individuals in Canada and internationally.

At Scotiabank, we value the unique skills and experiences each individual brings to the Bank, and are committed to creating and maintaining an inclusive and accessible environment for everyone. If you require accommodation (including, but not limited to, an accessible interview site, alternate format documents, ASL Interpreter, or Assistive Technology) during the recruitment and selection process, please let our Recruitment team know. If you require technical assistance, please click here. Candidates must apply directly online to be considered for this role. We thank all applicants for their interest in a career at Scotiabank; however, only those candidates who are selected for an interview will be contacted.