Office Administrator – Financial ServicesJob Type: Full-Time, Permanent

Location: Vaughan, Ontario

Work Arrangement: In-Person

About the PositionShah Financial Planning Inc. is an established and growing financial planning and investment firm looking for a skilled, organized, detail-oriented, and client-focused Office Administrator to join our team.

This is an in-person position that combines reception, client service, office administration, and investment account administration. The successful candidate will work closely with our financial advisors, clients, and investment fund companies to ensure that client accounts and transactions are processed accurately, efficiently, and in accordance with established procedures.

This is an excellent opportunity for someone looking to build or further develop their career in the Canadian financial services and investment industry.

Key Responsibilities

- Answer incoming telephone calls and respond to inquiries from clients, financial advisors, investment fund companies, and other business contacts in a professional and timely manner.
- Greet clients and visitors and provide a welcoming and professional experience.
- Schedule and coordinate client appointments and meetings.
- Prepare, organize, scan, upload, and maintain client and account documentation.
- Assist with the opening and maintenance of new investment accounts and ensure all required information and documentation is complete and accurate.
- Process financial and administrative transactions, including:
- New account openings
- Purchases
- Transfers
- Switches
- Redemptions
- Client information and account changes
- Prepare and maintain supporting documentation required for trade suitability and account administration.
- Communicate with clients, advisors,



and investment fund companies to resolve day-to-day account and transaction-related inquiries efficiently and accurately.
- Follow up on outstanding documentation and account requirements.
- Reconcile client accounts and positions on the dealer's books and records against those held at the applicable investment fund company.
- Maintain accurate and organized electronic and physical records.
- Follow established company procedures and regulatory/compliance requirements.
- Maintain a high level of confidentiality when handling client and financial information.
- Strive to maintain and exceed the firm's standards for client service and professionalism.
- Provide general administrative and office support as required.

The Ideal CandidateWe are looking for someone who is:
- Professional, articulate, and personable, with excellent communication skills.
- Client-focused and committed to providing exceptional service.
- Highly organized, precise, and detail-oriented.
- Methodical, dependable, and able to follow established processes.
- A strong problem solver who takes a logical and proactive approach.
- Able to manage multiple priorities and deadlines in a busy office environment.
- A positive team player who is adaptable and willing to learn.
- Comfortable working with confidential and sensitive information.
- Highly proficient with computers and Microsoft Office applications.
- Comfortable learning and working with financial-services and back-office systems.

Qualifications & Experience




- Knowledge of mutual funds and the Canadian investment industry is preferred.
- Previous experience with mutual funds, investment accounts, wealth management, banking, or financial services is a strong asset.
- Experience processing investment transactions such as purchases, transfers, switches, and redemptions is an asset.
- Experience with account opening, client documentation, or investment administration is an 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 related administrative or financial-services experience is preferred.
- Excellent written and verbal communication skills.
- Strong computer and organizational skills.

Employment EligibilityApplicants must be legally authorized to work in Canada on a permanent basis. Shah Financial Planning Inc. does not provide or support work permit, LMIA, or other immigration sponsorship. Candidates who require current or future employer sponsorship or a temporary work permit to work in Canada will not be considered.

Why Join Shah Financial Planning?

- Full-time, permanent position with an established financial planning and investment firm.
- Professional and supportive working environment.
- Opportunity to develop valuable experience in the Canadian investment and financial-services industry.
- Opportunity to work directly with financial advisors, clients, and investment fund companies.
- Long-term opportunity for professional growth and development.
- If you are a professional, organized, detail-oriented individual who enjoys working with people and is interested in building a career in financial services, we would love to hear from you.

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