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Portfolio Administrator


This is a Contract position in Toronto, ON posted April 2, 2021.




Requisition ID: 98516

Join the Global Community of Scotiabankers to help customers become better off.


The Portfolio Administrator will act as a subject matter expert in various functional areas including, but not limited to: securities clearing and settlements, corporate actions, reconciliations, and administrative functions related to the financial markets such that he/she can respond to and resolve internal / external inquiries, at multiple levels of complexity. 


The Portfolio Administrator will provide day-day support for middle office functions by ensuring post trade activities are monitored and/or administered in a timely and efficient manner. 


Major Accountabilities:


Accountabilities for the role include functional activities that span different mandates within the Portfolio Administration team.  The expectation is to have all team members become familiar and proficient in various processes in order to be able to support the team during high volume periods and/or vacations or illnesses.


1. To ensure the efficient and effective handling of operational / administrative transactions and processes by:


  • Ensuring that any potential risk to the business is acted upon in a prompt and informed manner to alleviate errors and reduce firm exposure.
  • Ensuring account information is accurate in the systems and on daily/weekly/monthly reports via timely reconciliations between system and external data sources.
  • Using your analytical skills and sound decision-making methodology to make appropriate business decisions.
  • Submitting corporate action instructions to custodians in a timely and accurate manner.
  • Understanding and managing derivatives (swaps, futures, options, etc.) related activities – collateral, initial margin, wire movements, etc.
  • Managing the proxy voting process including registration, notification, special voting, system configuration and reconciliation.
  • Assisting or providing backup coverage in the coordination of security setup and private placement documentation, approval and settlement.
  • Respond to KYC queries from counterparties for onboarding of new accounts
  • Participating in the review of processes to improve efficiencies, reduce cost, and mitigate risks (financial and reputational).
  • Participating in the testing and implementation of operational enhancements.
  • Ensure deadlines are met and appropriate escalations are in place.
  • Adhering to departmental and company policies and procedures, ensuring compliance.
  • Performing ad hoc duties as assigned.




2. To actively collaborate with internal staff and interdepartmental support departments to ensure business needs are met by:


  • Providing support to interdepartmental staff as required. 
  • Actively participating in team learning, development and team performance activities including team meetings and coaching sessions.
  • Obtaining, and forwarding outstanding documentation to appropriate department(s) to ensure transactions are completed efficiently and accurately.
  • Investigating and following up on inquiries as required.
  • Collaborating with compliance, legal, portfolio managers, traders, etc. as required.
  • Liaising between external counterparties (brokers, custodians, etc.) and internal departments as it relates to portfolio administration activities.
  • Providing reports and statistical information to management as required. 


Education/Work Experience/Designation:


Minimum requirements include: University degree or college diploma, 3+ years of relevant securities industry experience, Canadian Securities Course (CSC) or actively pursuing, Derivatives Fundamentals Course (DFC) or actively pursuing. 


  • Strong knowledge of the securities / brokerage industry, including clearing and settlements market processes and Margin and Collateral processing for Derivative holdings
  • Proficient with Simcorp Dimension middle office functionalities
  • Experience with ISDA amendments and CSA agreements
  • Ability to learn new tasks quickly and accurately
  • Strong analytical and problem solving skills
  • Strong attention to detail
  • Knowledge of Charles River, Simcorp Dimension, SSCNet, GTSS, Bloomberg and OMGEO products is a major asset
  • Proficient in MS Office (medium/expert user of Excel,  familiar with Access)
  • Able to work in a fast paced environment with varying transaction volumes dictated by market events, customer demands and seasonal peaks
  • Strong processing and inputting skills
  • Excellent customer service skills
  • Ability to set and achieve goals, and work independently
  • Ability to exercise discretion with sensitive information
  • Ability to prioritize and manage multiple concurrent tasks
  • Strong communication (written and verbal)
  • Strong interpersonal skills



Location(s):  Canada : Ontario : Toronto 

As Canada’s International Bank, we are a diverse and global team. We speak more than 100 languages with backgrounds from more than 120 countries. Our employees are committed to a superior customer experience and use the Bank’s six guiding sales practice principles to ensure they act with honesty and integrity.

At Scotiabank, we value the unique skills and experiences each individual brings to the Bank, and are committed to creating and maintaining an inclusive and accessible environment for everyone. If you require accommodation (including, but not limited to, an accessible interview site, alternate format documents, ASL Interpreter, or Assistive Technology) during the recruitment and selection process, please let our Recruitment team know. If you require technical assistance, please click here. Candidates must apply directly online to be considered for this role. We thank all applicants for their interest in a career at Scotiabank; however, only those candidates who are selected for an interview will be contacted.