Portfolio Administrator

We are conducting a confidential search on behalf of our client for an experienced Portfolio Administrator to support a private wealth management team within a professional investment environment. This role is responsible for ensuring accurate, timely, and responsive administrative and operational support across client accounts, trading activity, and portfolio administration. The successful candidate will play a key role in maintaining strong relationships with clients, service providers, and internal stakeholders while positively representing the organization.

• Support daily trade processing, settlement, and reconciliation activities, working closely with custodians, internal and external trading desks, and brokerage partners.
• Prepare, review, and maintain client account documentation, including new account openings, KYC updates, and transfer paperwork, ensuring timely setup and completion tracking.
• Process and monitor requests related to foreign exchange, transfers, deposits, and payments, providing status updates as required.
• Review and process corporate actions, reorganizations, and related events to ensure accurate reflection in client accounts.
• Participate in regular and ad hoc client communications, including preparation of mailing materials, reporting packages, and portal uploads for client and regulatory purposes.
• Build and maintain strong client relationships by responding to inquiries, anticipating needs, and executing service requests efficiently and accurately.
• Provide clear, ongoing updates to Portfolio Managers, clients, and colleagues regarding the status and progress of assigned tasks.
• Perform daily reconciliation of client accounts, ensuring accuracy between internal portfolio management systems and custodian records.
• Provide backup and coverage for team members as required to support business continuity.
• Establish effective working relationships with custodians, trading desks, and system vendors to support operational efficiency and issue resolution.
• Assist with regulatory, corporate, and project-based initiatives as needed.

• Minimum of 7 years’ experience within investment management, wealth management, or financial services.
• Demonstrated career progression with a strong reputation for reliability and performance.
• Highly professional, self-motivated, and detail-oriented, with excellent organizational and time-management skills.
• Strong analytical and problem-solving abilities, with the capacity to manage multiple priorities and deadlines.
• Proven ability to collaborate effectively within a team-based environment.
• Strong interpersonal and communication skills, both written and verbal.
• Proficient in Microsoft Office applications, including Excel and Word; experience with portfolio management systems, CRM platforms, and document management tools is strongly preferred.
• Completion of industry-related courses (e.g., CSC, PFP, or equivalent) is considered an asset.