Branch Administrator

Branch Administrator
Full-Time | Branch Operations | Reports to Branch Manager | Mississauga, ON
$50,000-$55,000
Position Summary
The Branch Administrator supports the efficient, accurate, and compliant operation of a mutual fund branch. The role provides administrative, operational, compliance, transaction-processing, and advisor-service support to the Branch Manager, mutual fund and segregated fund representatives, life insurance advisors, and Head Office departments.
The successful candidate will have experience in a mutual fund dealer back-office environment, with strong preference given to candidates with hands-on VieFUND experience. The role calls for sound judgment, attention to detail, confidentiality, and the ability to manage multiple priorities in a regulated financial-services environment.
Key Responsibilities
Branch Administration and Advisor Support

• Provide day-to-day administrative and operational support to the branch, advisors, and Head Office departments.
• Act as a primary administrative resource for mutual fund representatives, segregated fund representatives, and life insurance advisors.
• Respond professionally to inquiries from advisors, clients, fund companies, carriers, and Head Office, and maintain ownership of requests through resolution.

Client Onboarding and Account Administration

• Assist with opening new client accounts and confirm that documentation is complete, accurate, signed, and compliant.
• Verify and maintain Know Your Client information and process account maintenance requests.
• Confirm client identification meets anti-money laundering requirements and maintain secure electronic client records.

Transaction Processing and New Business

• Process or support mutual fund purchases, redemptions, switches, transfers, and systematic transactions within deadlines.
• Monitor settlements and trade confirmations, investigate discrepancies, and follow up with fund companies as required.
• Support new business submission, segregated fund and insurance applications, and follow-up with carriers and fund companies.
• Support MyPortfolio requests, CERTS assistance, Learnedly usage, and FundServ NIGO communications.

Compliance, Reporting, and Recordkeeping

• Review documentation for completeness and accuracy before submission or approval.
• Assist with compliance monitoring, Business Activities Disclosures, and recurring compliance reports.
• Prepare compliance and operational reports and organize supporting documentation for branch audits and reviews.
• Maintain branch records in accordance with regulatory, legal, and firm retention requirements.

Systems, Onboarding, and Offboarding

• Manage advisor system access across VieFUND, WealthServ, MyPortfolio, CERTS, Learnedly, and DocuSign.
• Coordinate onboarding of new advisors, including documentation, system access, orientation, and 90-day check-ins.
• Coordinate advisor departures, representative code updates, and removal of system access.

Qualifications
Required

• Two to three years of experience in financial services, ideally in a mutual fund dealer back-office or branch role.
• Working knowledge of mutual fund operations, transaction processing, account administration, and regulatory requirements.
• Strong organizational skills, attention to detail, and ability to manage competing deadlines.
• Clear, professional written and verbal communication and a strong client- and advisor-service orientation.
• Proficiency with Microsoft Word, Excel, Outlook, and Teams.

Preferred

• Hands-on experience with VieFUND; familiarity with WealthServ, FundServ, DocuSign, Learnedly, MyPortfolio, and CERTS.
• Completion of the IFIC course or the Canadian Securities Course (CSC).
• Experience supporting segregated fund and life insurance business.
• Knowledge of CIRO, anti-money laundering, and KYC requirements.