Estates and Trusts Administrator

The Work:
The primary purpose of this position is to support the Sr. Trust Advisor(s) in administering estate or trust files and is responsible for the day-to day administrative functions of Estate and Trust client files.
The Core Responsibilities Of The Job:
Ensure that the estate/trust are administered according to the Will/Trust Deed, appropriate legislation and posted service standards for accuracy and timelines.
Identify and diarize all crucial dates, deadlines, and follow-up, including income tax, bill payments, home insurance and is completed to meet Legislative timelines and Service Standards
Initiating and completing redemption and transfer of assets as required
Monitoring, preparing appropriate documentation for distributions and paying all regular disbursement requests according to delegation of authority limits
Compiling and remitting documentation to the Trust Associate for preparation of income tax returns
Keeping detailed documentation of all correspondence and organizing according to file standard
Mitigating risk by assessing, investigating, and offering recommendations to Sr. Trust Advisor for file specific situations
Act as a client relationship manager with financial institutions, realtors, accountants, government agencies, law firms, credit union representatives, and other external parties pertaining to file specific requirements
Communicating with legal counsel on all necessary tasks such as probate applications, land titles/transfer of land and Court Passings
Complete the appropriate fee calculation on all accounts according to the applicable fee schedule
Verifying and settling keying transactions for peers
Prepare appropriate documentation for discretionary item reviews and distributions request
Informing Sr. Trust Advisor of risks or concerns during file administration
Identifying and bringing forward recommendations to change procedures for increased efficiency, accuracy, and minimization of associated risks
Identifying and reporting problems with trust system
Initiating changes and updates to forms and manuals as required
Identifying all assets and liabilities by reviewing tax returns, obtained paperwork and bank statements
Maintain Client Data base with accurate information regarding all clients (Ex. Innotrust, Data sources)
Work with auditors (internal and external) to facilitate the required examination of customer accounts
omplete Canada Revenue Agency Forms, Financial Institution investment documentation
Prepare and send out correspondence to beneficiaries and principals on accounts as directed by Sr. Trust Advisor and service standards.
Reconcile third party investment statements to internal records.
Prepare and audit reports to ensure transactions meet trust accounting principles, court format, and tax reporting requirements, as required
Let's Talk About You!
~1-2 years post-secondary education in business administration of related field.
~ Two (2) years in trust or financial services industry with experience in administrative capacity
~ Enrolment in the first course of the Certificate program through STEP
~ Basic knowledge of current trust law and legislative requirements in all common law provinces
~ Innovest system knowledge
~ Excellent Microsoft office skills
~ Excellent analytical and problem solvingskills
~ Comprehensive written and oral communication skills
~ Ability to communicate with professionals at all levels
~ Concern for Order, Quality and Compliance
~ Listening, Understanding & Responding
~ Results Orientation
~ Teamwork & Co-operation