Position Overview
The Operations Administrator supports the operational infrastructure of Kinsted Wealth by maintaining accurate data, supporting investment operations, and ensuring smooth day‑to‑day system functionality. This role works closely with Portfolio Management, Compliance, and internal stakeholders to ensure operational processes are executed accurately, efficiently, and in accordance with regulatory and firm standards.
Key Responsibilities
Data Management & Reporting
- Maintain accurate and up‑to‑date data within the portfolio management system (Harmony) and related operational systems
- Compile and distribute internal operational lists and datasets (e.g., advisor lists, referral partner lists, reporting inputs)
- Perform regular data reviews to ensure consistency across systems and reports
- Support internal reporting needs for Portfolio Management, Compliance, and Leadership
- Identify recurring data or process issues and escalate appropriately
- Identify opportunities to create efficiencies in data movements and operational processes
Investment & Portfolio Operations
- Support day‑to‑day investment operations within the firm’s portfolio management and operational systems
- Support reconciliation activities and identify data inconsistencies across systems
- Assist with operational handling of corporate actions, cash activity, and investment‑related transactions
- Support performance, holdings, and internal reporting processes by validating data accuracy and completeness
Systems & Process Support
- Support daily use, maintenance, and data integrity of portfolio management system and other internal operational systems
- Participate in system updates, testing, training, and process improvement initiatives
- Assist with system setup and configuration activities in collaboration with internal stakeholders
- Identify opportunities to improve operational workflows, reduce manual effort, and increase data reliability
Compliance & Regulatory Support
- Support operational components of regulatory and compliance requirements applicable to discretionary portfolio management firms
- Follow internal controls, procedures, and documentation standards to support provincial securities regulation requirements
- Assist with internal and external audits by providing operational data, system outputs, and documentation as required
- Maintain strict confidentiality and data security standards at all times
Cross‑Functional Collaboration
- Act as an operational resource to Portfolio Management, Compliance, Marketing, and other internal teams requiring operational data or system support
- Respond to internal requests in a timely, accurate, and professional manner
- Support Operations‑led projects and ad‑hoc initiatives as required
Success Metrics (KPIs)
- High data accuracy and integrity: Maintains reliable, error‑free data across Harmony and related operational systems, with minimal rework or correction required.
- On‑time, dependable delivery: Completes operational tasks and internal requests accurately and within agreed timelines, escalating issues proactively when needed.
- Strong system discipline: Uses internal systems correctly and consistently, ensuring data remains aligned, current, and audit‑ready.
- Compliance‑ready operations: Supports compliance and audit needs by providing accurate data, documentation, and system outputs without delays or material issues.
- Sound operational judgment: Identifies data inconsistencies or operational risks early and escalates them appropriately with clear context. Is able to provide reasonable solutions to solve operational issues as they arise.
- Effective internal collaboration: Provides clear, usable operational outputs and communicates professionally with Portfolio Management, Compliance, Marketing, and other internal teams.
Behaviours, Skills, and Competencies
- Post‑secondary education in business administration, finance, accounting, or a related field preferred
- Industry coursework (e.g., CSC) considered an asset or willingness to pursue
- 1–3+ years of experience in operations or administrative roles within an ICPM, wealth management, or financial services environment
- Experience working with portfolio management or operational systems (including Harmony) preferred
- Experience with computer programming/coding would be considered an asset
- High attention to detail and commitment to accuracy
- Strong organizational and time‑management skills
- Proficiency with Microsoft Excel and Microsoft Office
- Ability to work confidently within operational and portfolio management systems
- Clear written and verbal communication skills
- Ability to manage competing priorities in a deadline‑driven environment
- Professional discretion and sound judgment when handling sensitive information
Applications: To learn more or apply for this role, please send a resumé by email to Sarah Ince at careers@kinsted.com. The posting will be open until a suitable candidate is found. Only successful candidates will be contacted.
