Advisor & Client Service Administrator
Waterloo, Ontario | Full-Time | In-Office
MARBECK Benefits Consulting is looking for an experienced Advisor & Client Service Administrator to join our growing financial services team.
This role is ideal for someone with experience in wealth management, investment administration, insurance administration, or financial services who enjoys working closely with advisors and clients and takes pride in keeping things organized, accurate, and moving forward.
The successful candidate will provide day-to-day administrative and client service support to our Advisors across both individual investments and insurance, while also contributing to the broader administrative needs of our office.
This is an excellent opportunity for someone who enjoys being an important part of the client relationship and wants to build a long-term career within a growing, entrepreneurial financial services organization.
About Us
MARBECK Benefits Consulting is an independent financial services firm based in Waterloo, Ontario. We work with individuals, families, businesses, and organizations across a range of employee benefits, retirement, investment, and insurance needs.
We pride ourselves on long-term relationships, responsive service, practical advice, and taking exceptional care of our clients.
Our team works collaboratively in a professional but approachable small-business environment where people are trusted to take ownership of their responsibilities and contribute wherever they can make a difference.
About the Role
As our Advisor & Client Service Administrator, you will work closely with our Advisors to support the ongoing needs of individual investment and insurance clients.
You will help coordinate new business, process client service requests, prepare Advisors for client meetings, communicate with clients and financial institutions, maintain accurate records, and ensure outstanding items are followed through to completion.
This is more than a transactional processing role. We are looking for someone who can become a trusted administrative partner to our Advisors - someone who understands what needs to happen next, proactively follows up, and helps ensure our clients receive a consistently high level of service.
The position will also provide general administrative and office support to the broader MARBECK team as required.
Key Responsibilities- Advisor & Client Support
- Provide day-to-day administrative and client service support to one or more Financial Advisors
- Help Advisors prepare for client meetings by gathering account information, statements, policy information, reports, forms, and other relevant documentation
- Schedule client meetings and coordinate meeting preparation and follow-up
- Communicate directly with clients regarding administrative matters, outstanding information, documentation, signatures, and the status of service requests
- Track outstanding client matters and proactively follow up to ensure requests are completed
- Maintain organized and accurate client records within our CRM and other systems
- Assist with electronic signatures, document management, correspondence, and client communications
Investment Administration
- Prepare and process investment applications, account documentation, and client service requests
- Support the opening and ongoing maintenance of RRSPs, RRIFs, TFSAs, RESPs, non-registered accounts, and other investment accounts
- Coordinate transfers between financial institutions and follow outstanding transfers through to completion
- Process contributions, withdrawals, account changes, beneficiary updates, and other investment-related requests
- Retrieve and organize investment statements, reports, transaction information, and account details
- Liaise with investment companies, financial institutions, dealers, custodians, and our back-office partners to resolve administrative matters
Individual Insurance Administration
- Assist Advisors with the preparation and processing of life insurance and other individual insurance applications
- Coordinate outstanding underwriting requirements, signatures, documentation, and policy delivery requirements
- Assist with policy service requests, including beneficiary changes, ownership changes, banking updates, and other policy amendments
- Obtain policy information, illustrations, statements, and other information required for Advisor and client reviews
- Follow up with insurance carriers and back-office partners regarding outstanding applications and service requests
- Help maintain accurate insurance policy and client records
General Office & Team Support
- Provide general administrative support to the broader MARBECK team as required
- Assist with incoming calls, scheduling, correspondence, document preparation, scanning, filing, and records management
- Help maintain organized administrative processes and workflows across the office
- Provide administrative coverage and support to other team members during vacations, leaves, or periods of increased workload
- Contribute to process improvements and help identify opportunities to make our client service and administrative processes more efficient
What We're Looking For
- Previous experience in wealth management, investment administration, financial planning, insurance administration, or a similar financial services environment
- Experience with registered and non-registered investment accounts, transfers, transactions, and related documentation
- Strong administrative skills and exceptional attention to detail
- Excellent written and verbal communication skills
- Confidence and professionalism when communicating directly with clients
- Strong organizational skills and the ability to manage multiple priorities and deadlines
- A proactive mindset - you don't simply wait for the next task; you follow things through and help keep Advisors and clients organized
- Strong problem-solving skills and the ability to work independently while knowing when to ask for assistance
- Discretion and professionalism when handling confidential personal and financial information
- Strong proficiency with Microsoft Office and comfort learning CRM, investment, insurance, and financial services platforms
- A positive, collaborative attitude and willingness to help across a small team when required
Experience & Qualifications
- 2+ years of relevant financial services administration or client service experience is preferred
- Investment or wealth management administration experience is strongly preferred
- Individual insurance administration experience is a strong asset
- ·Experience working with investment dealers, fund companies, insurance carriers, MGAs, or other financial institutions is an asset
- LLQP licensing is considered an asset but is not required
- Post-secondary education in business, finance, financial services, administration, or a related field is preferred
- Ability to successfully complete a criminal background and credit check
We are open to candidates with different combinations of investment and insurance experience. A strong financial services administrator with experience in one area and a willingness to learn the other is encouraged to apply.
What We Offer
- Annual compensation of $55,000-$65,000, based on experience and qualifications
- Comprehensive employee benefits plan
- Employer-sponsored RRSP program
- A collaborative, professional, and respectful small-team environment
- The opportunity to work directly with experienced Financial Advisors and develop meaningful client relationships
- Exposure to both investment and individual insurance administration
- Opportunities to expand your knowledge, responsibilities, and financial services experience as the business grows
- A stable, full-time position within a growing independent financial services organization
- An in-office environment in Waterloo where collaboration, accountability, relationships, and exceptional client service are highly valued
How to Apply
If you have financial services administration experience and enjoy being the person who keeps Advisors, clients, and important details organized, we'd love to hear from you.
Please submit your resume and a brief cover letter outlining your experience and interest in the position.
We thank all applicants for their interest; only those selected for an interview will be contacted.
Pay: $55,000.00-$65,000.00 per year
Benefits:
- Extended health care
- RRSP match
Application question(s):
- Do you have reliable transportation to Waterloo, ON?
- Do you have 2+ years of relevant financial services administration or client service experience?
- Do you have experience working with investment dealers, fund companies, insurance carriers, MGAs, or other financial institutions?
- Do you have post-secondary education in business, finance, financial services, administration, or a related field?
Work Location: In person
