Licensed Office Manager

Job Title:

Licensed Office Manager

Main Purpose of the Job:

Support clients and advisors by maintaining office systems, supervising staff, preparing for client meetings and processing administrative paperwork

Reports to:

Financial Advisor
Business Owner

Duties and Responsibilities:

  • Provide an effective reception and telephone service.
  • Overseeing the daily and routine tasks of incoming correspondence & requests, assigning priority levels and ensuring tasks are completed within the allocated timeframe
  • Maintaining an efficient filing system
  • Contribute to the team effort.
  • Accept forms from clients and/or explaining how to complete forms
  • Entering data on forms with a client if the client or advisor provides the data
  • Book client appointments
  • Provide account status updates such as confirming current balances or trade completion
  • Distribute client brochures, fund performance updates and promotional materials
  • Accepting unsolicited trade orders from clients
  • Complete paperwork by transposing information provided by the advisor or found in client files
  • Send money from an account that has a cash position
  • Promote seminars and learning topics.
  • Respond to client's questions on time.
  • Ensure tasks completed in line with the deadline
  • Prepare client files for upcoming meetings, including regulatory requirements, paperwork and research for new business
  • Ensure clients are contacted for outstanding information and paperwork
  • Maintain client information and contact schedules.
  • Processing paperwork derived from client requests and meetings. Following up on a timely basis to ensure all tasks are completed
  • Liaising with staff, Managers and external customers/clients to ensure the above tasks are completed effectively.


  • Background and Criminal record check
  • Quick typing skills
  • Attention to detail
  • Computer savvy
  • Confidentiality
  • Thoroughness
  • Data entry experience or related office experience
  • Post-secondary degree in Business, Economics, or commerce
  • Administrative experience of no less than 5 years
  • Proven organizational skills and prioritization experience
  • Bachelor's degree in Business, Economics, or Commerce
  • Administrative experience of no less than 5 years
  • Proven organizational skills and prioritization experience
  • Canadian Securities Course
  • Conduct & Practices Handbook
  • Wealth Management Essentials (within 3 years of licensing)
  • Life License and Accident & Sickness License

Working Conditions:

  • Office environment - equipment is provided
  • Remote work-from-home available - must provide all equipment and agree to installation of security programs and monitoring
  • Full-time
  • Either set hours or averaging contract available
  • Starting $36.05 per hour ($75,000 per year)

Advancement Qualifications:

  • Certified Financial Planning Designation (CFP®)
  • Chartered Investment Manager Designation (CIM®)

Acknowledgement & Agreement

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organization and the overall business objectives of the organization.

How to Apply

To apply, please send your CV/resume to