Nicola WealthVerified Job Source

Client Service Associate, Estates Administrator

Toronto, ON
On-site
Posted Aug 28, 2026
1 position

$51,000–$65,000 / year

Opens an external site

Employment type: Full-time
Experience level: Senior · 5+ years
Minimum education: Bachelor’s degree
Posting language: English
Working hours: 40 hours per week

Job summary

The role involves managing the end-to-end estate settlement process by coordinating with executors, beneficiaries, and internal partners. It also requires providing specialized operational support, reviewing client holdings, and ensuring accurate record-keeping within firm systems.

Job details

About Nicola Wealth: We have a lot to be proud of at Nicola Wealth. Our sophisticated financial planning, our diversified private investment funds and their exceptional performance, our 98% client retention rate and our award-winning culture, combine to position us as a national leader in wealth management. Recognized as a Best Managed Company and one of Canada’s Top Employers, we are dedicated to upholding our firm’s values through this phase of significant growth. By bringing together smart, dedicated and supportive colleagues from diverse backgrounds, we deliver extraordinary client service in a values-driven work environment. The collaboration, creativity and entrepreneurial spirit we were founded on provides the opportunity for you to make a real impact and build a rewarding career. We are passionate about our business, our culture and investing deeply in your growth and development to build for the future. If you have this same drive, then let’s talk! Purpose of the Role: The Client Service Associate, Estates Administrator provides specialized estate settlement expertise, guidance, and operational support to the Private Wealth Team and clients navigating complex estate matters. This role manages and coordinates the end-to-end estate settlement process, working closely with executors, beneficiaries, advisors, and external and internal partners to deliver a seamless, client-centered experience during one of the most significant and challenging life events. Core Responsibilities: Review client holdings in investment accounts and determine requirements to settle estates and death claims. Act as operational liaison with custodians, insurance carriers, and external partners to facilitate estate settlements, resolve complex issues, and ensure consistent execution of estate-related transactions. Communicate with executors and clients directly to facilitate the execution of settlement. Provide support and guidance on estate settlement matters, proactively identifying risks and escalating issues as needed to support SLAs and successful client outcomes. Process beneficiary change requests and POA updates as needed. Work in partnership with the Private Wealth team to provide expertise and create a seamless client experience. Collaborate with the reporting team to provide final statements. Finalize tax receipts issued for settlement. Maintain accurate client and estate records within firm systems and contribute to the ongoing adoption and optimization of case management and workflow tools. Deliver a high level of end-to-end personalized client service. Utilize knowledge and expertise with estate settlement to identify opportunities for improvement to existing processes. Required Skills & Qualifications: 5+ years of related experience. Undergraduate degree or related financial services designation is an asset. A strong understanding of registered plans in relation to the estate settlement process. Experience processing beneficiary changes and setting up POAs on client accounts. Basic knowledge of common law in relation to estates and wills. STEP CETA course or willingness to enroll. Proficiency with MS Outlook, Excel, Word, PowerPoint and Teams and experience with a CRM database. Familiarity with industry and compliance regulations and ability to monitor and be aware of risk in terms of client confidentiality. You must be legally eligible to work in Canada on a full-time basis. Compensation & Benefits Package: This position comes with a base salary range of $51,000 - $65,000 plus a competitive performance bonus, RRSP contribution and participation in our profit-sharing program. Base salary will be commensurate with experience, skills, and qualifications. At Nicola Wealth, our people grow our business, delight our clients, and live our values every day. Our comprehensive compensation and benefits package reflects our appreciation for this commitment. Whether it’s participating in our profit sharing and benefit programs on day one, or the opportunity to participate in our share ownership program, our people are able to go beyond a conventional salary and bonus structure. To learn more about our complete package, visit: www.nicolawealth.com/total-rewards. This role is a current vacancy within Nicola Wealth. Please include both a cover letter and resume in support of your application. We are an inclusive, equal opportunity employer. For more information about this and other roles: www.nicolawealth.com/careers. It is our priority to remove barriers to provide equal access to employment. Should you require reasonable accommodation during the recruitment process please contact us at accessibility@nicolawealth.com and we will work with you to meet your needs. All information shared during the accommodation request process will be stored and used in a manner that is consistent with applicable laws and Nicola Wealth policies. Thank you for your interest in a career with Nicola Wealth!

What you’ll do

Requirements

Candidates must have at least 5 years of related experience and a strong understanding of registered plans and estate settlement processes. Proficiency in Microsoft Office suite and CRM software is required, along with a willingness to pursue the STEP CETA course.