Client Service Administration, Operations

at  Harbourfront Wealth Management Inc

WHO WE ARE:

Harbourfront Wealth is a dynamic industry leader specializing in financial services and wealth management. We are a fast-growing CIRO registered securities dealer with over 10 billion in assets. The firm provides financial services and holistic wealth management solutions for mid to high-net-worth individuals. At Harbourfront Wealth, our core values start with the belief that great people make great companies. Our head office is in downtown Vancouver with over 39 branches across Canada.

CAREER OPPORTUNITY:

We currently have a temporary full-time 6-month opportunity for a Client Service Administration, Operations to join our Operations Team, responsible for accurately processing account opening & transfer documentation in a timely manner. This role has flexibility on location out of Vancouver, BC, Winnipeg, MB, or Burlington, ON. We are looking for a highly motivated, high performing, results driven candidate who will report to the Manager, Operations. This highly motivated candidate must take personal responsibility for building solid relationships and must have a passion for providing high quality customer service.

IDEAL CANDIDATE QUALIFICATIONS:

• 2-3 years of administrative experience, securities brokerage experience preferred
• Good written and verbal communication skills
• Good working knowledge with Microsoft Office suite of applications
• Ability to work well under pressure and meet required deadlines
• Ability to effectively multitask in a fast-paced work environment
• Effective organizational skills
• Strong attention to detail
• Desire to work in a team environment and willingness to assist in other areas when needed
• Positive, professional, and friendly attitude
• Previous knowledge of National Bank Independent Network back-office process and tools
• Experience working with a Securities Brokerage firm is an asset

• Monitor MAKO & DocuSign dashboard, updating activity log, uploading any ad hoc forms
• Monitoring MAKO straight through process (STP)
• Review MAKO STP Errors and understanding how to action
• Edit and upload account documentation to National Bank Independent Network (NBIN) for processing
• Review NBIN system dashboard for status of uploaded documentation and taking necessary actions
• Perform quality assurance of data processed by NBIN
• Monitor mailboxes and respond to incoming service inquiries within established service standards
• Initiate escalation protocols as necessary to achieve timely resolution of outstanding documentation deficiencies
• Keep up to date on all procedural and documentation requirement changes.
• Assist with handling rejected or declined new account opening requests by external processing agent (NBIN)
• Follow up with NBIN for accounts passed standard SLA
• Assist with electronic and/or physical filing of client account documentation.
• Monitor MAKO dashboard, updating activity log and quality checking data flow on NBINs internal systems
• Process incoming/outgoing deliveries between branch offices and head office.
• File, organize, and reconcile new account forms and various documentation
• Manage inbound and outbound mail along with the distribution of correspondences.
• Maintain various tracking worksheets
• Collaborate with the Manager, Operations in identifying efficiency opportunities and continuous improvement of Harbourfront’s operational processes
• Other Duties as Assigned