Estates and Trusts Administrator

4 days ago Be among the first 25 applicants

Join a Challenger

Being a traditional bank just isn’t our thing, so we challenge ourselves to get creative in providing innovative banking solutions for Canadians.

Join a Challenger

Being a traditional bank just isn’t 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 you’re passionate about redefining the future of banking—while having fun—this could be your next big opportunity.

Our company continues to grow, and today we serve more than 670,000 people across Canada through Equitable Bank, Canada's Challenger Bank, and have been around for more than 50 years. Equitable Bank's wholly-owned subsidiary, Concentra Bank, supports credit unions across Canada that serve more than six million members. Together we have over $125 billion in combined assets under management and administration, with a clear mandate to drive change in Canadian banking to enrich people's lives. Our customers have named our EQ Bank digital platform (eqbank.ca) one of the top banks in Canada on the Forbes World's 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 beneficiaries—requiring a high level of professionalism and discretion.

In addition to these core responsibilities, the Administrator is empowered to authorize disbursements up to $100,000 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
  
  
  
  

Let's 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
  
  
  
  

Hard Skills

• 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
  
  
  
  

Accountability

• 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 $100,000
• 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
  
  
  
  

Physical Demands / Working Condition

• 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
  
  
  
  

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 everyone’s diverse experiences and perspectives. In 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 beyond. All 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 can’t wait to get to know you!

Seniority level

• Seniority level

  Not Applicable

Employment type

• Employment type

  Full-time

Job function

• Job function

  Finance and Sales

• Industries

  Transportation, Logistics, Supply Chain and Storage

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