Requisition ID: 271885

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

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

- Solid 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 implemente

📌 Portfolio Administrator, Scotia Jarislowsky Fraser (Montreal)
🏢 Scotiabank
📍 Montreal