The Client Services Administrator plays an important role in delivering a professional, responsive and personalized client experience while supporting the administrative and operational needs of the advisory team.

As a key point of contact for clients, this position contributes to building and maintaining trusted relationships through exceptional service, attention to detail and the confidential handling of sensitive financial information.

Working collaboratively with advisors and internal team members, the Client Services Administrator ensures that client documentation, administrative processes, communications and day-to-day office activities are managed accurately, efficiently and in accordance with established procedures.

Key Responsibilities

Client Experience and Relationship Support

- Serve as a primary point of contact for clients, providing a welcoming, professional and responsive experience
- Respond to client inquiries, direct requests appropriately and ensure timely follow-up
- Coordinate client meetings, appointments and related communications
- Prepare meeting materials and ensure meeting spaces are organized and client-ready
- Support the advisory team in maintaining strong client relationships through consistent, attentive service
- Handle confidential client information with discretion, professionalism and care

Advisory and Administrative Support

- Provide comprehensive administrative support to advisors and other members of the wealth management team
- Coordinate advisor calendars, appointments and meeting schedules
- Prepare, organize and maintain client documentation, correspondence and reports
- Complete administrative activities arising from client meetings, ensuring accurate and timely follow-through
- Proofread, review and finalize documents and reports for accuracy, completeness and professional presentation
- Assist with special projects, operational initiatives and other administrative priorities as required

Investment Administration and Transaction Support

- Prepare investment-related documentation and administrative forms in accordance with established procedures
- Coordinate and monitor the processing of securities transfers, cash transfers and investment contributions
- Follow up on outstanding transactions, documentation and administrative requirements to support timely completion
- Maintain accurate and complete client records and transaction-related documentation
- Identify discrepancies,



missing information or processing concerns and escalate matters appropriately
- Support the advisory team in maintaining organized, accurate and efficient investment administration processes

Reporting, Records and Operational Coordination

- Prepare and distribute daily operational and company-wide reports
- Maintain and update client databases and internal information systems
- Ensure client records, correspondence and documentation are organized, accurate and current
- Support consistent administrative practices, document management and information accuracy
- Coordinate general office activities to support an organized and professional working environment
- Identify opportunities to improve administrative workflows, service responsiveness and operational efficiency

Required Skills

- Strong verbal and written communication skills, with the ability to communicate professionally and effectively with clients and colleagues
- Exceptional organizational and time management skills, with the ability to manage competing priorities and deadlines
- High level of accuracy and attention to detail when preparing documentation, processing information and maintaining records
- Strong interpersonal and client service skills, with the ability to establish rapport and build positive working relationships
- Effective problem-solving skills, including the ability to identify issues, exercise sound judgment and determine appropriate next steps
- Ability to work independently while contributing effectively within a collaborative team environment
- Proficiency in Microsoft Office applications, including Outlook, Word and Excel
- Strong administrative coordination, document preparation and records management capabilities
- Ability to learn and effectively navigate new technologies, systems and administrative platforms

Required Knowledge

- Understanding of professional office administration practices, procedures and service standards
- Knowledge of client relationship management principles and the importance of delivering a consistent, high-quality client experience
- Familiarity with document management, recordkeeping and information accuracy requirements




- Understanding of confidentiality, privacy and the appropriate handling of sensitive personal and financial information
- Working knowledge of investment administration processes, financial documentation and transaction coordination is considered an asset
- Familiarity with wealth management, financial planning or investment services environments is considered an asset

Required Behaviours

- Client Focus: Demonstrates a genuine commitment to understanding client needs and delivering responsive, professional and personalized service
- Professionalism and Integrity: Consistently exercises discretion, sound judgment and ethical conduct when handling confidential information and representing the Company
- Accountability and Ownership: Takes responsibility for assigned activities, follows through on commitments and ensures work is completed accurately and on time
- Attention to Detail: Maintains a high standard of accuracy, completeness and quality across administrative activities and client interactions
- Collaboration: Builds positive working relationships, communicates openly and contributes to a supportive, team-oriented environment
- Initiative and Resourcefulness: Anticipates administrative needs, identifies opportunities for improvement and takes appropriate action with minimal direction
- Adaptability: Responds constructively to changing priorities, evolving processes and current technologies
- Continuous Improvement: Demonstrates a willingness to learn, develop capabilities and contribute to more effective ways of working

Education and Experience

- Previous experience in an administrative or client service role within a professional business environment is required
- Demonstrated experience managing administrative responsibilities, coordinating schedules and maintaining accurate documentation
- Experience supporting professional advisors, executives or client-facing teams is considered an asset
- Previous experience within wealth management, investment services, financial planning, insurance or a related financial services environment is considered an asset
- Post-secondary education in business administration, office administration, finance or a related discipline is considered an asset

Pay: $50,000.00-$60,000.00 per year

Benefits:

- Dental care
- On-site parking
- Paid time off

Experience:

- Administrative: 2 years (required)

Location:

- Ottawa, ON K2E 1A2 (required)

Work Location: In person

📌 Client Services Administrator (Nepean)
🏢 IP Private Wealth
📍 Nepean