Senior Estate Operations Administrator

At Coast Capital, we’re not dreaming about a better future, we’re building one.

As a member‑owned cooperative, we’re helping our members with their real goals and real challenges so they can live the real life they want. It’s what we’ve been doing for over 80 years, and it’s why today we stand almost 600,000 members strong. Plus, we invest 10% of our budgeted profits back into our community – almost $90 million since 2000 alone – because when our members do well, we believe our communities should do well too.

Job Type:
Full Time (Regular)

myWork Program:
Hybrid

Starting Salary Range: $49,.00

• Enhanced Criminal Record Check
• Credit Check
• Identity Verification
• References

The Senior Estate Operations Administrator – Fixed‑term (18 months) is a key subject‑matter expert, providing advanced guidance on estate administration, powers of attorney, representation agreements, and committeeship, ensuring all actions follow internal policies, regulatory requirements, and risk controls.

You will handle complex files, provide authoritative guidance, and help safeguard the organization from reputational, regulatory, and operational risk.

You will also contribute to the development, maintenance, and continuous improvement of estate‑related policies, procedures, and operational processes. The role may support special projects tied to operational enhancements and corporate priorities.

Investment Operations operates six days per week in a hybrid model. Flexibility in scheduling and work location may be required based on business needs.

The ideal candidate brings strong attention to detail, exceptional communication skills, and the ability to navigate complex, sensitive situations with professionalism and empathy.

• Prioritize and complete estate notification and settlement activities—balancing, reconciliation, transaction processing, validation of payout instructions, and documentation review—within required timelines.
• Maintain accurate, compliant estate records that meet MFDA, CRA, and Coast Capital standards, reducing operational and legal risk.
• Provide expert, empathetic guidance and support to our internal teams and external partners.
• Respond to inquiries via phone, email, and written correspondence with clarity, professionalism, and accuracy.
• Identify process gaps and opportunities for improvement, recommending enhancements and supporting updates to procedures, job aids, and training materials.
• Stay current on policy, regulatory and industry changes impacting estate administration and investment operations.
• Build strong, collaborative relationships across departments and with external stakeholders to ensure smooth and transparent estate handling.

• 1 – 3+ years of experience in financial services, investment operations, or estate administration.
• Strong knowledge of estate accounts, legal representative authorities (POA, Representation Agreement, Committeeship), and registered/non‑registered investment products.
• Experience interpreting and applying policies in a regulated environment.
• Proficiency with financial systems, workflow tools, and Microsoft 365 applications.
• Strong analytical and problem‑solving skills with sound judgment when assessing complex scenarios.
• Exceptional attention to detail and a high commitment to accuracy.
• Excellent written and verbal communication skills, with the ability to navigate sensitive or emotionally charged situations with professionalism and empathy.
• Highly organized and adaptable, able to prioritize workloads in a fast‑paced environment with shifting deadlines.
• Proactive and self‑directed, with the ability to work independently while contributing effectively to a team.
• Comfortable learning new technologies, systems, and processes, with a continuous improvement mindset and a focus on efficiency and quality.
• Ability to anticipate long‑term implications of decisions and consider risk when determining next steps.

Don’t meet every single requirement? At Coast Capital, we believe everyone has potential. We are committed to building better, brighter, and more inclusive futures for everyone – including our…