Operations Officer - Wealth Management

Toronto ON

Hybrid (2-3 days in office)

We are looking for an experienced wealth management professional with strong problem-solving skills to handle complex client service requests and transaction issues. This role requires exceptional attention to detail, deep knowledge of financial products and services, and the ability to navigate regulatory requirements. Acting as a key liaison between service teams, operations, and custodians, the Operations Officer will ensure efficient issue resolution and process improvements.

This position reports to the Operations Manager.

Key Responsibilities

Problem Resolution & Client Support

• Conduct in-depth account transaction reviews and reconciliations to ensure accurate performance calculations and tax reporting.
• Troubleshoot and resolve flagged transactions, ensuring timely and cost-effective corrections for trade and transaction errors.
• Support administrative teams with onboarding projects for new Referral Partners.
• Provide subject matter expertise on service requests, including:
  • FATCA and QI documentation and reporting
  • Basic tax reporting inquiries and client tax package collation
  • Estate settlements
  • Registered products
  • Marriage breakdown settlements

• Serve as the first point of contact for Portfolio Administrators and Portfolio Managers on complex operational issues.

Data Integrity & System Support

• Assist with book value break resolutions during peak periods.

• Maintain accurate transaction records, ensuring proper classification of taxable and non-taxable transfers, charitable donations, and similar transactions.
• Oversee W8 renewals to ensure proper documentation for US reporting compliance.
• Act as a key resource for system release testing and technology enhancement initiatives to improve efficiency.
• Assist with Salesforce system reconciliations as needed.
• Perform monthly performance verification reviews and data lockdown processes.

General Operational Support

• Provide backup coverage for the Operations Manager as required.

• Compile and submit reimbursement transactions for processing in accordance with financial approvals.
• Assist in various reconciliation processes, including position, book value, account, and client data reconciliation.
• Support trade communication, settlement issues, and handling of new issue subscriptions.

Skills & Qualifications

• Completion of the Canadian Securities Course.

• Team player who enjoys mentoring colleagues to strengthen the administrative team's expertise.
• Strong expertise in investment account recordkeeping, including trading, transaction processing, statement presentation, and tax reporting.
• Highly detail-oriented, with excellent documentation skills for audit and compliance purposes.
• Background in both client service and back-office operational roles is an asset.
• Strong multitasking and organizational abilities, capable of managing shifting priorities.
• Experience with portfolio management systems and custodian platforms is a plus.
• 7 to 10 years of progressive experience in wealth management administration roles.