Estate Planning Coordinator

Solus Trust Company is an affiliate company of Raymond James Ltd. (RJL), Canada’s leading independent investment dealer offering high quality investment products and services to Canadians seeking customized solutions to their wealth management needs. ST provides personal estate, trust and agency services to clients of Raymond James Ltd, it’s correspondent services clients as well to clients referred externally via Centers of Influence (COIs) and other Financial Institutions.

Estate Planning Coordinator

(Vancouver, BC)

How does the role impact the organization?

The Estate Planning Coordinator, Western Region, manages the day-to-day administration and integrity of the Solus Trust client will bank. Reporting to the AVP, Estate & Trust Solutions, the Coordinator maintains records and original documents, supports clients, advisors and centers of influence (COIs) with both inbound and outbound service activities and key initiatives.

Will Bank Administration

• Manage the client will bank, including the onboarding, maintenance, review and closure of client records.
• Receive, review, record and process estate planning documents and correspondence from clients, advisors, lawyers and other COIs.
• Maintain complete, current electronic and physical files, including appointment details, document status, contact information and follow-up requirements.
• Monitor the will bank pipeline and scheduled follow-ups, and complete file-closing procedures when Solus Trust is no longer named or a matter is not proceeding.

Client and Partner Service

• Provide acknowledgements, status updates and responses to clients, advisors and COIs, and coordinate follow-up when information or documentation is outstanding.
• Prepare clear, professional correspondence for clients, advisors, lawyers and other COIs.
• Proactively manage outbound outreach to partners, advisors and clients to maintain relationships and ensure client documents and files remain current.
• Coordinate with the Estate & Trust Solutions team, Trust Operations and other internal partners to deliver a consistent service experience.

Records, Controls and Safekeeping

• Maintain the secure custody and accurate inventory of original estate planning documents held in the vault in accordance with established controls and procedures.
• Complete periodic file and vault reviews, reconcile records with documents held, and promptly address or report discrepancies.
• Escalate incomplete, time-sensitive, higher-risk or judgment-based matters as appropriate.

Reporting and Process Improvement

• Prepare regular reports on will bank activity, file status, outstanding requirements, document receipt and service measures to support oversight of the Western Region portfolio.
• Identify and support opportunities to improve will bank processes, record quality, reporting and service delivery.
• Works collaboratively with other markets
• Other duties as assigned

What can you expect from us?

Our most important investment is in people. Upon eligibility, Raymond James Ltd offers flexible workstyles, a competitive compensation and benefits package. Our benefits range from Health Benefits, RRSP Matching Program, Employee Stock Purchase Plan, Paid Time Off, Volunteer Days, Discretionary Bonuses, Tuition Reimbursement and many more! We also support internal promotion and community involvement.

What do we expect from you?

Requirements and Qualifications

• Postsecondary diploma or degree in business administration, legal administration, finance, accounting, wealth management or a related field; an equivalent combination of education and relevant experience will be considered.
• Minimum of two years of administrative or client-service experience in financial services, legal services, estate planning, trust services or a similarly regulated environment.
• Demonstrated commitment to service excellence and experience providing responsive, professional support to clients, advisors and partners.
• Excellent organizational skills, attention to detail and ability to manage competing priorities and follow through on outstanding items with minimal supervision.
• Demonstrated ability to maintain accurate records, manage confidential information and follow established document-control procedures.
• Strong written and verbal communication skills, including the ability to prepare professional correspondence and communicate effectively with clients and professional referral partners.
• Ability to conduct professional outbound follow-up, maintain stakeholder relationships and obtain outstanding information or documentation.
• Proficiency with Microsoft Office, Excel, Power Point and demonstrated ability to work across client databases, document-management systems and reporting tools.
• Ability to identify discrepancies, exercise sound judgment and escalate issues promptly when required.
• Professional proficiency in English (French-language proficiency and asset)

Preferred Qualifications

• Experience working for or with a trust company, law firm, wealth management firm or estate planning practice.
• Estate, trust, financial-planning, legal-administration or records-management coursework or professional development.

We encourage our associates at all levels to:

• Grow professionally and inspire others to do the same
• Work with and through others to achieve desired outcomes
• Make prompt, pragmatic choices and act with the client in mind
• Take ownership and hold themselves and others accountable for delivering results that matter
• Contribute to the continuous evolution of the firm

Salary Range: $55,000 - 70,000 annually, in addition to competitive performance bonuses/incentives.

Actual compensation will be determined based on skills, experience, internal equity, and other job requirements.

This posting is for an existing vacancy.

At Solus Trust Company, we honor, value, respect the uniqueness, experiences, and backgrounds of all of our associates. When associates bring their best authentic self, our organization, clients, and communities thrive. It is part of our people-first culture. Our company is an equal opportunity employer and makes all employment decisions on the basis of merit and business needs.

We demonstrate our commitment to ensuring equal opportunities for all candidates. To request accommodations, candidates are instructed to contact Human Resources via email at [email protected]. By reaching out to this email address, candidates can communicate their specific requirements and discuss the necessary accommodations they may need to participate fully in the recruitment process.

We may use automated or AI-enabled tools to support parts of our recruitment and screening process, including screening, assessing or selecting applicants where applicable. These tools help us review applications efficiently, but they do not replace human decision-making.