Investment Administrator

4 weeks ago

Toronto, Canada Gilmore Partners Full time

On behalf of our client, a single family office, we have been retained on an Investment Administrator hiring mandate. This role will report directly to the Chief Investment Officer, and work closely with other team members in both Toronto and the United Kingdom. This is a hybrid role working out of the family office in Downtown Toronto a few days a week and from home the other days.



The Investment Administrator provides essential administrative and operational support to ensure the efficient and compliant management of client investments. This role involves working closely with investment managers, custodians, brokers, and third-party administrators to assist with portfolio administration, transaction processing, reporting, and documentation. The ideal candidate is detail-oriented and organized and understands financial products, investment processes, and cryptocurrency platforms.



Key Responsibilities:


Account Administration and Client Servicing:


  • Maintain and update client account information, ensuring data accuracy and confidentiality.
  • Liaise with investment managers, custodians, brokers, and third-party administrators to address inquiries and resolve account-related issues.
  • Assist with onboarding new clients, including preparation of account opening documents, verifying client details, and ensuring compliance with regulatory requirements.
  • Prepare and distribute investment reports, statements, and performance summaries to clients.


Transaction Processing and Reconciliation:


  • Process and monitor trades, including equities, fixed income, mutual funds, alternative investments, and cryptocurrency, ensuring accuracy and timeliness.
  • Engage with the internal accounting team, custodians, brokers, and third-party administrators, facilitating reconciliation between front and back office functions.
  • Reconcile trades, cash balances, and holdings with custodians and resolve any discrepancies in collaboration with brokers and fund administrators.
  • Handle dividend, interest, and corporate action processing in coordination with custodians.


Compliance and Regulatory Support:


  • Ensure compliance with all regulatory requirements and internal policies, conducting regular reviews and audits.
  • Assist in the preparation of compliance reports and filings required by regulatory bodies.
  • Support the implementation of anti-money laundering (AML) and know-your-client (KYC) procedures for new and existing clients.
  • Ensure accurate management of cryptocurrency accounts, including familiarity with hard wallets and trading platforms, in accordance with regulatory standards.


Data Management and Reporting:


  • Maintain and update investment records and databases, ensuring data integrity and confidentiality.
  • Generate accurate and timely reports, including portfolio performance, asset allocation, and transaction summaries.
  • Assist in preparing presentations, investment proposals, and other materials for client meetings or internal use.


Administrative Support:


  • Coordinate meetings and communications between clients, portfolio managers, custodians, brokers, and other stakeholders.
  • Support portfolio managers with scheduling, documentation, and other administrative tasks as needed.
  • Manage incoming and outgoing correspondence related to client investments.


Project and Process Improvement:


  • Contribute to the development and improvement of processes to enhance operational efficiency and service quality.
  • Assist in implementing new systems or software for portfolio management and client servicing.


Experience and Skills:


  • Proven experience in financial services, ideally in investment administration, asset management, or similar roles.
  • Strong understanding of financial markets, investment products, cryptocurrency platforms, and portfolio administration.
  • Proficiency with financial software and tools (e.g., Bloomberg, Excel, portfolio management systems).
  • Previous signing authority experience and ability to navigate approval processes.
  • Excellent organizational and multitasking abilities, with strong attention to detail.
  • Effective communication skills, both written and verbal, with a professional demeanour.
  • Familiarity with compliance requirements, including AML, KYC, and operating within a regulated environment.
  • Experience with cryptocurrency, including the use of hard wallets and trading platforms, is preferred.
  • Ability to work independently and collaboratively within a team environment.


We are committed to fostering a diverse and inclusive workplace. We encourage individuals of all backgrounds, experiences, and identities to apply. We believe that diverse perspectives strengthen our team and contribute to our success. Regardless of your race, gender, age, ethnicity, religion, disability, sexual orientation, or any other characteristic, we encourage you to submit your application.


As part of our hiring process, all successful candidates will be required to undergo an extensive criminal / credit / identity background check.

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