Scotiamcleod Branch Operations Assistant

5 months ago

Toronto, Canada Scotiabank Full time

Requisition ID: 181579

As a cornerstone business within Scotia Wealth Management®, ScotiaMcLeod has earned a reputation for integrity based on service excellence and trusted investment advice. Our advisors and teams pride themselves on exploring innovative approaches to protecting and growing their clients' assets.

When you join ScotiaMcLeod, you’ll be empowered to deliver Enriched Thinking®, a unique approach that incorporates your client’s thinking, as well as our thinking, to drive results. You’ll work with a team of specialists to deliver a client-centric approach to wealth management, enabling you to consider all the facets of your client’s life, family and business. With a focus on total wealth planning, and wealth specialists to help you deliver on this unique value proposition, you’ll be enabling clients to see not just the big picture, but all the little ones too.

**Purpose**:As the Branch Operations Assistant you will provide support to branch Management, Advisors and Associates and act as the first point of contact for clients arriving at the branch.

**Is this role for you? In this role you will**:
1. Ensure a high level of non-trade client service by:

- Acting as receptionist by answering phones and greeting clients
- Arranging client meetings including venues, preparing printed materials, and handling schedule changes
- Assisting with Advisor seminars by booking venues, scheduling guests, greeting clients, arranging for refreshments etc.
- Following up on client meetings and entering notes in contact management system
- Processing client requests, account transfers, deposits, withdrawals and payments, requests for tax receipts and account reporting
- Responding to client inquiries and issues in a timely, responsive manner and escalating to Advisor when appropriate

**2. Manage all banking functions by**:

- Receiving cheques and certificates from clients
- Issuing receipt to client
- Posting cheque and certificate deposits to client accounts
- Submitting certificates to Head Office
- Depositing cheques at the local Scotiabank branch and/or other banking institutions
- Maintaining a complete understanding of compliance regulations regarding banking
- Ensuring post date cheques are recorded and processed in a timely manner

**3. Provide administrative support by**:

- Processing client account documentation
- Assisting in writing and processing clients’/prospects letters and proposals
- Ordering marketing materials
- Maintaining client files and information on the appropriate systems
- Opening new accounts and processing new account documentation
- Processing account transfer documentation and follow up to ensure receipt
- Following up on outstanding documentation for restricted accounts and any requirements due to industry regulatory requirements
- Ensuring all client interaction is accurately documented
- Ensuring adherence of all regulatory rules as it relates to client accounts and related documentation

**4. Contribute to the effective functioning of the branch team by**:

- Building effective working relationships across the team and with various business line and corporate function contacts
- Maintaining a high level of customer service
- Facilitating a culture of open and honest communication
- Actively participating and contributing to touch bases and team meetings
- Encouraging the generation of new ideas and approaches
- Actively sharing knowledge and experience to enhance the development of all team members
- Developing and executing a meaningful employee development plan

**5. Manage the efficiency of Branch Operations by**:

- Maintaining the branch mail system by ensuring mail is opened in a secure area and is distributed in a timely manner
- Maintaining the branch postage machine
- Ensuring inter-office mail is collected and forwarded to Head Office
- Ensuring all courier packages are picked up and delivered and are billed appropriately
- Maintaining records on all prospectus distribution
- Printing and distributing reports in a timely and efficient manner
- Ensuring cost effective ordering of branch supplies
- Ad hoc tasks/assignments by head office/branch (other duties as assigned)

***

**Do you have the skills to succeed in this role? We'd love to work with you if you have**:

- Excellent written and verbal communication skills
- Strong organizational skills
- Ability to take initiative and work independently
- Ability to meet deadlines
- Knowledge of Microsoft systems: Word, Excel and Powerpoint
- Banking background preferred
- Secondary education

Location(s): Canada : Ontario : Toronto

Scotiabank is a leading bank in the Americas. Guided by our purpose: "for every future", we help our customers, their families and their communities achieve success through a broad range of advice, products and services, including personal and commercial banking, wealth management and private banking, corporate and investment banking, and capital markets.

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