Office Administrator – Financial Services

Position Type: Full-Time, In-Person

About the Position

We are seeking a professional, organized, detail-oriented, and client-focused Office Administrator to join our team. This is a full-time, in-person position supporting our financial advisors, clients, and investment fund companies.

The successful candidate will play an important role in the day-to-day administration of client accounts and transactions and will work closely with our advisors and internal team to ensure a high level of service and accuracy.

Key Responsibilities

- Answer incoming calls and respond to inquiries from clients, financial advisors, and investment fund companies in a professional and timely manner.
- Greet clients and visitors and provide a welcoming and professional office experience.
- Schedule and coordinate client appointments and meetings.
- Prepare, organize, and maintain client and account documentation.
- Assist with the opening and maintenance of client investment accounts and ensure all information and supporting documentation is complete and accurate.
- Process investment transactions, including purchases, transfers, switches, redemptions, and other fund-related transactions.
- Prepare and maintain supporting documentation required for trade suitability and account administration.
- Communicate with clients, advisors, and fund companies to resolve account and transaction-related inquiries efficiently and accurately.
- Assist with reconciling client accounts and positions between the dealer's books and records and those held at investment fund companies.
- Follow established policies, procedures,



and compliance requirements.
- Maintain a high level of accuracy, confidentiality, professionalism, and attention to detail.
- Contribute to maintaining and exceeding the firm's client service standards.
- Provide general administrative and office support as required.

Key Skills & Attributes

The ideal candidate will be:

- Professional, articulate, personable, and client-focused.
- Highly organized and detail-oriented.
- Precise and accurate with strong attention to detail.
- A robust communicator with excellent interpersonal skills.
- A team player who is adaptable and able to work in a fast-paced environment.
- A strong problem solver with a logical and practical approach.
- Able to prioritize and manage multiple tasks and deadlines effectively.
- Comfortable learning recent systems, processes, and technology.
- Proficient with computers and Microsoft Office applications.
- Reliable, skilled, and committed to providing exceptional service.

Qualifications & Experience

- Knowledge of mutual funds and the Canadian investment industry is required.
- Previous experience working with mutual funds, investment accounts, or within a financial institution is considered a strong asset.
- Completion of the Canadian Investment Funds Course (CIFC)



or Canadian Investment Funds Operations Course (CIFOC) is preferred.
- Minimum 6 months to 1 year of relevant administrative or financial-services experience preferred.
- Experience with account opening, investment transactions, transfers, switches, and redemptions is an asset.
- Strong written and verbal communication skills.
- Excellent organizational and computer skills.

Employment Eligibility

- Applicants must be legally entitled to work in Canada and must be a Canadian citizen or Permanent Resident of Canada.
- Applicants who require current or future employer sponsorship to work in Canada will not be considered.

What We Offer

- Full-time, in-person position within an established and professional financial planning firm.
- Opportunity to gain valuable experience in the Canadian investment and financial-services industry.
- Professional and supportive working environment.
- Opportunity for long-term growth and development within the organization.

If you are organized, professional, detail-oriented, and enjoy working with clients and financial professionals, we would like to hear from you.

Job Type: Full-time

Pay: $40,000.00-$45,000.00 per year

Benefits:

- Company events
- Dental care
- Extended health care
- On-site parking
- RRSP match
- Vision care

Flexible language requirement:

- French not required

Ability to commute/relocate:

- Vaughan, ON: reliably commute or plan to relocate before starting work (required)

Experience:

- Financial: 1 year (preferred)

Licence/Certification:

- IFIC or CSC (preferred)

Work Location: In person

📌 Office Administrator – Financial Services - Vaughan (Canada)
🏢 Shah Financial Planning
📍 Canada