Company Overview

MBI Financial is dedicated to providing comprehensive financial services that support clients through every stage of their lives. Our team of licensed professionals customizes solutions in investments, insurance, and estate planning to meet each client’s unique needs and objectives, ensuring they make informed decisions with confidence.

We offer a professional, team-oriented work environment and are looking for an individual who takes pride in accuracy, organization and seeing tasks through to completion.

MBI Financial is seeking a highly organized and detail-oriented Back Office Administrator – Investment Operations & Finance to support the day-to-day operations.

This position plays an important role in ensuring investment transactions are completed accurately, revenue and commission records are properly maintained, financial information is accurately recorded, and our advisors and administrative team have effective operational support.

The successful candidate will work across investment operations, commission and revenue administration, accounts payable, reconciliations, and general office operations. This is primarily an internal, back-office position and is well suited to someone who enjoys accuracy, organization, problem-solving and working with financial information.

Key Responsibilities

Investment Operations

- Review GIC transactions and confirmations for accuracy and completeness.
- Identify and resolve discrepancies with financial institutions, advisors and administrative staff.
- Monitor mutual fund and segregated fund transactions to ensure trades are completed and settled appropriately.
- Monitor outstanding transactions and follow up on exceptions or rejected transactions.
- Oversee and track investment account transfers to help ensure they are completed within appropriate timeframes.
- Follow up with financial institutions, fund companies, insurance companies, dealers and internal staff regarding outstanding transfers or transaction issues.
- Oversee and track investment account changes to help ensure they are completed.
- Ensure required investment and transaction documentation has been uploaded and appropriately maintained within company systems.
- Ensuring all documentation meets regulatory standards (e.g., FINTRAC, CIRO, or insurance compliance for seg funds).
- Maintain accurate operational records and assist with periodic reporting.




- Support advisors and administrative staff in resolving processing and operational issues.

Commission & Revenue Administration

- Receive and review commission and revenue statements from GIC issuers, investment dealers, fund companies, insurance companies and other financial institutions.
- Complete GIC commission tracking and receipt (in GIC systems).
- Record commission and other revenue transactions accurately in Sage 50.
- Allocate revenue to the appropriate branch, revenue category and general ledger account.
- Maintain supporting documentation for revenue entries.
- Identify commission discrepancies and follow up with financial institutions or internal staff as required.
- Assist with monthly and quarterly commission and revenue reconciliations.
- Prepare branch-level revenue reports for management.
- Provide supporting information for management reporting and branch profitability analysis.
- Work with management and bookkeeping to investigate and resolve revenue discrepancies.

Accounts Payable & Financial Administration

- Receive, review and enter vendor invoices into Sage 50.
- Code expenses to the appropriate general ledger account and branch.
- Process approved bill payments in accordance with company authorization procedures.
- Maintain supporting documentation for invoices and payments.
- Monitor outstanding invoices and payment due dates.
- Assist with expense and vendor reconciliations.
- Work with the company's bookkeeper to investigate and resolve discrepancies.
- Provide documentation and supporting information required for monthly, quarterly and year-end accounting processes.

Office & Operational Administration

- Maintain current GIC rates and related internal rate information.
- Coordinate updates to GIC rates published on the company website and through approved advertising channels.
- Coordinate office supply ordering and maintain appropriate inventory levels.
- Liaise with vendors and service providers as required.
- Maintain organized electronic and physical operational records.
- Assist management with operational reporting and special projects.




- Provide additional centralized administrative support as required.

Qualifications

- Previous experience in financial services, investment administration, banking, bookkeeping, accounting administration or a related role is preferred.
- Experience with GICs, mutual funds, segregated funds or investment operations is considered a strong asset.
- Experience with Sage 50 or similar accounting software is preferred.
- Strong Microsoft Excel, Outlook and general computer skills.
- Strong numerical aptitude and comfort working with financial information.
- Excellent attention to detail and accuracy.
- Strong organizational and time-management skills.
- Ability to manage multiple deadlines and outstanding items simultaneously.
- Strong problem-solving and reconciliation skills.
- Professional written and verbal communication skills.
- Ability to work independently while collaborating effectively with advisors, administrative staff, management, bookkeeping and external financial institutions.
- Ability to handle confidential client and business information with discretion.

Key Competencies The successful candidate will demonstrate:

- Accuracy & Attention to Detail – consistently identifies errors, discrepancies and incomplete information.
- Organization & Follow-Through – effectively tracks outstanding transactions, transfers, commissions and financial items through completion.
- Financial Aptitude – comfortable working with commissions, revenue, invoices, account coding and reconciliations.
- Problem Solving – investigates discrepancies and follows issues through to resolution.
- Accountability – takes ownership of assigned responsibilities and meets established deadlines.
- Communication – communicates clearly and professionally with staff, financial institutions, vendors and service providers.
- Confidentiality & Integrity – handles sensitive client and company financial information appropriately.
- Teamwork – works collaboratively with advisors, assistants, management and bookkeeping while maintaining clear responsibility for back-office functions.

Pay: $24.00-$28.00 per hour Expected hours: 40.0 per week

Advantages

- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- RRSP match

Education:
- DCS / DEC (required)

Experience:
- bookkeeping, accounting administration : 2 years (required)

Work Location: In person

📌 Back Office Administrator – Investment Operations & Finance (Blenheim)
🏢 MBI Financial
📍 Blenheim