Fund & Loan Administrator (Client Operations) 💰🤝📈 (Canadian Wealth Management | Loan Administrator, Credit Analyst | Investment Loan Coordination, Fund Administration | Remote)

We're a wealth advisory practice built for Canadian investors who understand leverage — not a traditional financial planning practice. Our mission: help clients make more money faster, retire better, work less, and pay less tax.

We help clients get investment loans from banks and credit unions to fund managed investment portfolios (like a mutual fund but from all the leading insurance companies called segregated funds in Canada) — a niche the big banks don't touch, and one most clients find through word of mouth. We also handle life insurance administration and broader wealth strategies.

Our clients are real estate investors, business owners, and professionals — many with most of their net worth tied up in local real estate — looking to diversify without tenant headaches. We serve them across Ontario and the rest of Canada, working closely with lenders, investment providers, and insurance carriers. We're upfront with every client, even when that means telling them this isn't the right fit.

We're licensed on both the lending and fund provider side, with contracts across multiple institutions — giving clients a coordinated network most advisory practices can't match. Our team has facilitated $500M+ in property transactions and built a client base of 48 self-made millionaires. Our Co-founder has been named Realtor of the Year to Investors four times and hosts the #81-ranked business podcast on iTunes.

OUR COMPANY VALUES guide our team and shape our culture:

• 🚀 Growth Mindset: Embrace improvement, continuously learn, and seek best practices
• 🤝 Customer First: Go above and beyond for those we serve with exceptional care
• 💯 Take Ownership: Act with integrity, take responsibility, and do the right thing
• 💪 Work Hard, Play Hard: Pursue excellence with passion while maintaining balance
• 🌟 Make Impact: Leave things better than we found them and create lasting value

We're a small business unit within a larger parent company of ~30 teammates across accounting and real estate-focused financial content businesses. Our two Co-founders lead the team, supported by shared Marketing and Operational staff. We're headquartered in the Greater Toronto Area, with teammates in Ottawa and Calgary, and across Bangladesh, Pakistan, India, the Philippines, Nigeria, and Kenya.

Our culture emphasises "getting sh*t done" while maintaining work-life balance. We host regular team events, from pickleball games to community service, building strong relationships even with remote teammates.

We're looking for a remote Fund & Loan Administrator (Client Operations) to support our client journey from application through ongoing servicing. This role exists because of our shift toward investment loans and segregated fund investments — a fast-moving, high-volume admin operation that needs someone genuinely interested in the investment side, not just administratively capable.

In this role, you'll manage multiple client files at once — chasing documents, troubleshooting with vendors, and keeping complex, multi-party processes moving from loan approval to fund deployment to post-sale requests.

Our IDEAL CANDIDATE brings 3–5 years in a similar role. You're not a financial advisor, portfolio manager, or salesperson — you're the operational engine that makes everything work. You bring order to chaos, energized by an overflowing inbox rather than overwhelmed by it. You think like a banker: process-minded, detail-obsessed, drawn to how investments actually work. When something's unclear, you find the answer internally before it reaches the client — "I don't know" gets solved on your side of the conversation, not theirs. You're trusted enough to be treated as an extension of the Co-founder.

Performance Metrics: Your performance will be measured by lead-to-funding conversion speed, assets under management processed, file accuracy, client satisfaction, and proactive issue resolution.

Reporting Structure: You'll work closely with the Co-founders, and collaborate with the Marketing team during webinar events when lead volume spikes. This position reports directly to the Co-founder.

You'll be doing things like:

• Pipeline & Workflow Management: maintaining client records; creating and tracking tasks, reminders, and pipeline stages from KYC (Know Your Client) submission through loan funding and deployment; monitoring aging files; preparing weekly status updates; monitoring the shared inbox for incoming leads
• Investment Loan Coordination: reviewing completeness of client provided/ lender-required documentation; coordinating with Ontario-based banks and credit unions; tracking 5–10 concurrent loan applications through 2–4 week approval cycles; escalating delays; calculating debt service ratios with AI tools; advising on leverage capacity based on client financials
• Segregated Fund & Investment Account Administration: coordinating segregated fund applications via web platforms and PDFs; collecting KYC documentation including ID verification, beneficiary information, SIN numbers, and debt disclosure; tracking application status with carriers; implementing deployment instructions, lump sum or staged over weeks or months; coordinating fund allocation changes and profit withdrawals
• Client Services & Post-Sale Support: helping clients locate their online statements, tax slips, confirmations, and login support; coordinating deposits, withdrawals, redemptions, and account updates; responding to inquiries by phone, email, and video call; escalating advice-related questions to the advisor (the co-founder)
• Life Insurance Administration: checking completeness of client-submitted documents, supporting insurance application processing; tracking underwriting requirements; coordinating signatures and supporting documentation; helping with policy delivery
• Process & AI-Enabled Operations: using AI tools to extract and verify data from client KYC documents; feeding meeting transcripts into task systems and tagging next steps; reviewing AI-generated outputs critically before acting on them; updating SOPs; coordinating with the AI Technical team on workflow automation

• 3–5 years in a similar role — back office Fund Administrator, Investment Administrator, Loan Administrator, or comparable (e.g. Credit Analyst, Credit Processor, Wealth Management Administrator, Credit Union Operations Specialist, Client Service Associate) — ideally at a bank, credit union, fund administrator, investment firm,  wealth management operation, or independent financial planner operation
• Back-office investment administration, account creation, mutual fund processing, supporting financial advisors
• Investment loan or lending coordination, document collection, application tracking, vendor liaison
• KYC and compliance documentation, identity verification, beneficiary setup, regulatory forms
• CRM and practice management software proficiency
• Proficient across standard office and collaboration software used in financial operations, including Excel and secure document management systems
• Comfortable using AI tools to extract data and verify accuracy before acting on the output
• Strong written and verbal English communication
• Exceptional organisation and time management, handling multiple active files at once
• Detail-obsessed with strong follow-up discipline
• Self-starter who works independently, knowing when to troubleshoot vs. escalate internally
• Comfortable learning new technology platforms
• Genuine interest in personal finance and investing — for example, personally investing in ETFs, mutual funds, stocks, or registered investment accounts

Bonus if you also have:

• Experience administering/back office mutual or segregated funds or life insurance products for a financial advisor
• Mortgage, loan fulfillment or credit union operations background
• Familiarity with investment terminology and wealth-building strategies
• Experience in small, professional financial services operational environments
• Familiarity with our tools: Karbon, Microsoft Copilot, Microsoft 365, Microsoft Teams, SharePoint, Adobe Sign, DocuSign, Kartra, and vendor web platforms

Working Hours: 3.5 hours overlap between 9:30am -1PM ET (Eastern Time), remaining daily hours async. Adjusts with Daylight Saving Time.

Employment Type: Full-time (40 hours/week), and expected to be your primary professional commitment. Overtime is compensated and encouraged during onboarding, training, and growth periods. If you're considering taking on outside work, projects, or income, please bring it to us first — we'll have the first opportunity to offer you that work ourselves before you take it elsewhere.

Education: Bachelor's degree in business or finance or securities preferred, or equivalent experience in a comparable field.

Level: Intermediate (3–5 years of relevant work experience)

Compensation: ~CAD $1,019-1,302 (90K-115K BDT) per month, based on region. Plus a performance bonus tied to investment loans and assets under management processed. Structured as a Consultant Agreement (independent contractor), meaning you'll be responsible for your own taxes, benefits, and insurance.

• 🎯 Own real, visible impact in a new, fast-growing business vertical — a ground-floor opportunity as we build it out
• 🇨🇦 Join a forward-thinking Canadian wealth advisory practice at the cutting edge of leveraged investment strategies
• 🤝 Work with clients who genuinely want comprehensive wealth planning
• 💰 Earn an above-market rate for your region, with bonuses tied to loans and assets you help process
• 🏆 Collaborate with talented teammates
• 🧠 Learn and grow while gaining insight into sophisticated wealth-building strategies
• 💻 Work remote-first, from anywhere
• 🏡 Skip the commute and work from the comfort of your home
• 🧘🏾‍♀️ Keep real work-life balance: 8 hours a day, 5 days a week
• ⭐ Get regular recognition for your contributions
• 🌎 Join a global team that values diverse perspectives