Administrative Assistant

5 days ago

Bedford, Nova Scotia, Canada Collabera Full time $45,000 - $65,000 per year

Responsibilities

Describe a typical 'day in the life'

Key Responsibilities:

  • Pre-screen, prepare, and input all financial and various non-financial transactions by standard cut-off times.
    Includes but is not limited to: account set-up, address changes, investor changes, redemptions, purchases, switches, non-complex NIGOs, direct trade and wire order placement and settlement.
  • Monitor and clear Workflow/Capture items
    within Service Level Agreements (SLA).
  • Apply all quality control procedures.
  • Reconciliation and settlement of daily trades.
  • Daily deposits and cheque processes.
  • Message all accounts where unusual actions have occurred.
  • Audit transactions, question procedures, suggest improvements to processes, and give accurate feedback
    to team members to help reduce errors and ensure a high accuracy rate.
  • Communicate effectively
    with both internal and external client groups.
  • Work with Manager
    to update Desk Operating Procedures and complete other tasks as assigned.
  • Strong technical and analytical skills
    in running/debugging various applications and macros.

Project Name(s), if applicable

Not a project.

Purpose

  • Ensures that all work assigned is completed accurately, on target, and within regulatory standards.
  • Assists other Investor Services departments/teams in the resolution of client issues in order to maximize client experience.

Technology / Software Knowledge Required

Essential Program/Technology/Software Knowledge:

  • Strong understanding of the
    Mutual Fund and Segregated Fund administration
    and the
    Dealer network
    .
  • Expertise in
    Unitrax Recordkeeping System
    .
  • Working knowledge of
    FundSERV
    .

Usage:

The selected candidate will use these systems daily to process financial transactions, perform reconciliation, maintain accurate records, and ensure compliance with industry and internal standards.

Must-Have Skills / Experience / Education / Certifications / Qualifications / Designations

Dealbreakers:

  • Bilingual (French and English)
  • At least 2+ years of financial service or mutual funds administration experience
  • Ability to work long hours
    , especially around peak season (RRSP), month-end, and year-end to support the team (high-stress, demanding work environment)
  • Computer Literacy – Intermediate (MS Office Suite – Excel)
  • Sound technical and analytical skills
    in running/debugging various applications and macros, including MS Office
  • Communicate effectively
    with both internal and external client groups

Nice-to-Have Skills / Experience / Education / Certifications / Qualifications / Designations

  • Good working knowledge/experience in the financial services industry, specifically in Mutual Fund and Segregated Funds administration
  • Sound knowledge of Mutual Fund and Segregated Fund taxation and compliance/regulation – including Registered Products
  • Proven track record in leading initiatives and managing cross-functional relationships
  • Completion of
    IFIC Mutual Funds Operations Course
  • Unitrax Recordkeeping System
    knowledge
  • FundSERV
    knowledge

Soft Skills

  • Accuracy and attention to detail are of utmost importance
  • Quick learner
    and desire to take on additional tasks
  • Strong customer service skills
  • Dedication to accuracy and quality
  • Ability to multitask own work with support of team
  • Demonstrates initiative
  • Team player
  • Client focused
  • Highly organized
  • Results oriented
  • Strong verbal and written communication

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