Portfolio Administrator, Private Investment Counsel (PIC) - Kelowna

Requisition ID: 202661

Join a purpose driven winning team, committed to results, in an inclusive and high-performing culture.

Purpose of Job:

To work closely with the Relationship Managers in the management of the overall book of business by providing effective and efficient client service and in the execution of business development related activities. The role is a dedicated client servicing support role, designed to create capacity and support the Relationship Managers to focus on value-added client activities.

Additionally, the Portfolio Administrator will support and deliver upon the 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.

Major Accountabilities:

Client Service

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

Key point of contact for clients on behalf of assigned Relationship Manager

Responding to client inquiries in a timely, responsive and professional manner, including executing on client cash management requests

Escalating issues to the Relationship Managers and or Governance Operations Manager as appropriate

Preparing routine client correspondence and ad-hoc, customized client reporting

Actively supporting the implementation of client wealth strategies through detailed and accurate management of portfolio administration tasks and activities

Quality, timely and effective management of account opening process

Coordinating and managing the end to end client onboarding processes with respect to operational and administrative processes

Preparing for client annual reviews

Maintaining accurate client information and files in electronic or paper format as may be required

Reviewing processes and providing recommendations to improve the client experience, add value and enhance efficiencies through implementation of best practices and ongoing process reengineering

Following up with clients on missing or incomplete documentation

Using strong knowledge of the Bank’s, Scotia Wealth and Private Investment Counsel diverse products and services, to ensure the client’s needs are well understood, documented and satisfied

Partnering with all internal product/service business partners, as required ensuring client needs are met

Actively listening and seeking client feedback on products, services and the delivery of client experience for purposes of client service and opportunity identification

Consistently executing on Scotia Wealth and PIC service standards through proactive contact, central client point of contact, recording and maintaining the Client Contact database

Responding to client and Senior Management inquiries

Resolving client issues expeditiously and accurately and/or escalating problem situations when appropriate

Proactively identifying and implementing strategies to address client needs

Support Relationship Managers

Preparing, creating and customizing of client reports

Working with Trust Officers to ensure that all investment strategies and principals are applied appropriately

Supporting Relationship Managers to execute upon business planning activities and events

Providing Portfolio Administration support functions as required for Estate Trust portfolios and/or direction to Portfolio Administrators.

Ensuring a comprehensive understanding of each client’s financial needs, risk tolerance, and long-term objectives by maintaining ongoing dialogue

staying abreast of any changes in client lifestyle / needs or capital market conditions that may affect clients’ financial objectives

Accurate management of 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

Business Development

Coordinating prospecting and business development activities on behalf of the Relationship Managers

Supporting the execution of marketing strategies to attract and retain valuable clients i.e. coordinating internal/external professional presentations and reports

Coordinating interactions between clients / prospects and the Relationship Managers and Team of Experts or other Scotiabank Partners

Liaising with internal referral sources to ensure timely communication, response and resolution to inquiries and relationship management needs

Preparing materials for business development meetings

Following up on action items from business development meetings

Identifying referral opportunities to Scotia Wealth partners, ScotiaMcLeod, Commercial Banking, Retail and other key partners

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, FCAC, Know your Client, Occupational Health Safety and Guidelines for Business Conduct

Supporting 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

Participating 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.

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 functioning of the Private Investment Counsel team

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 line, internal and external stakeholders

Maintaining a high level of client service

Facilitating a culture of open and honest communication

Actively participating and contributing to coaching sessions, touchbases and team meetings

Encouraging the generation of new ideas and approaches

Actively sharing knowledge and experience to enhance the development of all team members

Developing and executing a meaningful employee development plan.

Education/Work Experience/Designations

University Degree (Business, Economics, Accounting, Finance), College Diploma or equivalent

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

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 PIC 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.

Location(s): Canada : British Columbia : Kelowna

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.

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, pleaseclick 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.