Estates and Trusts Administrator
Estates and Trusts Administrator
Posted on :
20-08-2025
Employer Active
1 Vacancy
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Job Description
Join a Challenger
Being a traditional bank just isnt our thing so we challenge ourselves to get creative in providing innovative banking solutions for Canadians.
How do we get there With a talented team of inquisitive and agile challengers that break through the status quo. So if youre passionate about redefining the future of bankingwhile having funthis could be your next big opportunity.
Our company continues to grow and today we serve more than 670000 people acrossCanadathrough Equitable BankCanadasChallenger Bank and have been around for more than 50 years. Equitable Banks wholly-owned subsidiary Concentra Bank supports credit unions acrossCanadathat serve more than six million members. Together we have over$125 billionin combined assets under management and administration with a clear mandate to drive change in Canadian banking to enrich peoples customers have named our EQ Bank digital platform () one of the top banks in Canada on the Forbes Worlds Best Banks list since 2021.
The Work
The Estates and Trusts Administrator is responsible for independently managing a wide range of estate and trust files each with unique legal financial and procedural requirements. This includes interpreting wills trust deeds and court documents; initiating and processing asset transfers; preparing documentation for tax filings; and ensuring compliance with trust accounting principles and legislative timelines. The role also involves direct communication with legal counsel financial institutions government agencies and beneficiariesrequiring a high level of professionalism and discretion.
In addition to these core responsibilities the Administrator is empowered to authorize disbursements up to $100000 within the Delegation of Authority framework. They play a key role in identifying and mitigating risk recommending procedural improvements and maintaining system integrity through participation in upgrades and regression testing. The Administrator also contributes to team development by training new employees and reviewing peer work.
The core parts of your role would be to:
- 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
- Complete 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
Lets Talk About You!
- Education
- 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 solving skills
- 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
- Reports directly to Sr. Trust Advisor.
- Collaborates with estates and trust team on a daily basis.
- Empowered to make decisions to advance administration of files within Delegation of Authority framework; including authorization for disbursements to $100000
- Regularly communication with external and internal contacts to move file to meet service standards and to recognize revenues on a timely basis.
- Contribute to system integrity by participating in system upgrade and regression testing
- Responsible to train new employees and review peer work
- Responsible for adapting to department changes changes in policies and procedures.
- Follow all enterprise-wide corporate policies
- Overtime may be required during certain times of the year to meet reporting deadlines.
- Required to be in the office on a rotational basis.
- Lifting/moving heavy boxes on an occasional basis
- Hybrid work is expected with 1-5 days in person depending on the level and seniority of the role
Hard Skills
Accountability
Physical Demands / Working Condition
Job Complexities / Thinking Challenges
- This role requires the individual to manage files that are vastly different from one file to the next. There are multiple products and type of accounts within products. No two files are the same and customized solutions for administering tracking and reporting is often required. The individual requires the ability to read and interpret operating documents such as trust agreement wills and court documents.
What we offer For full-time permanent roles
Competitive discretionary bonus
Market leading RRSP match program
Medical dental vision life and disability benefits
Employee Share Purchase Plan
Maternity/Parental top-up while you care for your little one
Generous vacation policy and personal days
Virtual events to connect with your fellow colleagues
Annual professional development allowance and a comprehensive Career Development program
A fulfilling opportunity to join one of the top FinTechs and help create a new kind of banking experience
Equitable Bank is deeply committed to inclusion. Our organization is stronger and our employees thrive when we honour and celebrate everyones diverse experiences and tandem with that commitment we support and encourage our staff to grow not just in their career path but personally as well.
We commit to providing a barrier-free recruitment process and work environment for all applicants. Please let us know of any accommodations needed so that you can bring your best self to the application process and candidates considered for hire must successfully pass a criminal background check and credit check to qualify for hire. While we appreciate your interest in applying an Equitable recruiter will only contact leading candidates whose skills and qualifications closely match the requirements of the position.
We cant wait to get to know you!
Required Experience:
Unclear Seniority
Employment Type
Full-Time
Key Skills
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