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Administration Associate

2 months ago

Victoria, Canada BMO Financial Group Full time

730 View Street Victoria British Columbia,V8W 3Y7

We are looking for a long term administrative team lead. This individual must have excellent written and verbal communication skills. We are looking for exceptional organizational skills and licensing and/or willingness to become licensed. If you want to join and become the backbone of a healthy, productive Investment Advisory team, this is an amazing opportunity to join in a support capacity.

This specific role is not a stepping stone position to becoming an Associate Investment Advisor or Investment Advisor.

Supporting BMO Nesbitt Burns / BMO Private Wealth, this role supports Advisory Teams with day-to-day administration, transaction processing and provides exceptional client service to support achievement of business objectives.
- Books meetings with new prospects and prepares introductory package for the prospect/referral.
- Coordinates marketing activities on behalf of the advisory team, including website, social media initiatives, client recognition for meaningful life events, and the planning of client events.
- Schedules and helps prepare client portfolio reviews for the Investment Advisors including setting up client calls, scheduling meetings, preparing reviews and provides updates to IA.
- Follows up on client inquiries, account maintenance, new accounts set-up, transfers and remitting funds from registered and non-registered accounts upon client’s request.
- Resolves client complaints in a timely and effective manner; escalates as required.
- Accepts and executes client initiated trades over the phone or in person and provides stock information as requested.
- Handles clients’ general day-to-day requests and inquiries including basic money movement (e.g., wires, transfers), technology issues, and account opening and update, and follows up in a timely and confidential manner.
- Generates reports and documents for IAs and clients as requested and processes items for client accounts and files.
- Maintains and organizes client database and client files.
- Monitors incoming and outgoing assets and notifies IA of required actions to rebalance portfolios.
- Administers and processes documentation related to client files and regulatory requirements.
- Monitors redocumentation of client accounts on regular cycle to ensure client information and documentation is up-to-date.
- Assist in ensuring transactions and tasks are appropriately assigned to team members and completed where required.
- Provides team members with support on technology issues, use of new technology, and general inquiries and escalations related to policies, procedures, and processing.
- Gathers and distributes information on updates to training, guidelines, technology, and other business related information.
- Develops rapport and instills confidence with the client to promote a positive client experience.
- Follows through on the risk and compliance processes and policies to ensure we safeguard our customers’ assets, maintain their privacy and act in their best interests.
- Comply with all regulatory, legal, and ethical requirements as outlined in the Firm's policies and training modules.
- Maintains the confidentiality of client and Bank information.
- Completes complex & diverse tasks within given rules/limits and may include handling escalations from other employees.
- Analyzes issues and determines next steps.
- Broader work or accountabilities may be assigned as needed.

**Qualifications**:

- Typically between 3 - 5 years of relevant experience and/or certification in related field of study or an equivalent combination of education and experience.
- Knowledge of investment process and procedures.
- Knowledge of investment products and services is preferred.
- Knowledge of compliance practices and regulations will be a requirement of the role.
- Current Investment Representative registration or requirement to fulfill registration requirements to become as Investment Representative (IR) will be a requirement of the role.
- Excellent verbal & written communication skills.
- Strong organization skills required.
- Ability to collaborate and work well in a team environment.
- Strong analytical and problem solving skills.

**Salary**:
$32,700.00 - $48,600.00

**Pay Type**:
Salaried & Commission

The above represents BMO Financial Group’s pay range and type.

Salaries will vary based on factors such as location, skills, experience, education, and qualifications for the role, and may include a commission structure. Salaries for part-time roles will be pro-rated based on number of hours regularly worked. For commission roles, the salary listed above represents BMO Financial Group’s expected target for the first year in this position.

**We’re here to help**

At BMO we are driven by a shared Purpose: Boldly Grow the Good in business and life. It calls on us to create lasting, positive change for our customers, our communities and our people. By working together, innovating a