Client Service Data Administrator

Client Service Data Administrator

Kinsted Wealth is a mid-sized Calgary based discretionary portfolio management firm. The company was founded in 2003, with the vision of delivering wealth counselling better than has ever been done before. We strive to achieve this goal daily by offering clients access to a diverse set of investments that go beyond the conventional stock and bond portfolio. Our efforts include minimizing conflicts of interest, comprehending our clients' goals, and collaborating with their other advisors to recognize and address their evolving wealth needs.

Department: Client Service

Location: Calgary, AB (hybrid)

Reports to: Manager, Client Experience

Employment type: Full‑time

Position Overview

The Client Service Data Administrator plays a critical dual role in supporting both data integrity and client service excellence at Kinsted Wealth. In this position, you will own and maintain internal databases, CRM systems, and reporting tools, ensuring data accuracy, consistency, and integrity across the firm.

You will also provide administrative and operational support to client-facing teams, assisting with onboarding, documentation, and follow-ups to ensure a consistent, high-quality client experience. This role is ideal for a detail-oriented professional who is equally passionate about clean data, efficient processes, and exceptional client service.

Key Responsibilities

Data Stewardship & Reporting

• Own and maintain internal databases, CRM systems (e.g., Responsive), and reporting platforms.
• Ensure data accuracy, consistency, and integrity across all systems.
• Build and maintain reports and dashboards (Excel, Power BI) to support internal decision-making.
• Monitor data inputs/outputs and proactively resolve discrepancies or gaps.
• Identify opportunities to improve data quality, workflows, and reporting efficiency.

Client Service & Administrative Support

• Provide administrative and operational support to Wealth Counsellors and the Client Service team.
• Assist with client onboarding, documentation, and follow-up activities.
• Ensure all client records and documentation are complete, accurate, and compliant with internal processes.
• Support preparation of client materials, communications, and internal coordination.
• Contribute to continuous improvement of client experience processes and service delivery.

Success Metrics (KPIs)

Data Accuracy & Integrity

• Maintain ≥ 98–99% data accuracy across CRM and internal systems (based on periodic audits).
• Complete data updates and corrections within established service timelines (e.g., ≤ 24–48 hours from identification).
• Reduce recurring data errors or discrepancies quarter-over-quarter.
• Reporting & Dashboard Maintenance
• Deliver required reports and dashboards on time and error-free (monthly/quarterly cadence).
• Ensure dashboards are kept current and reliable, with no critical data gaps.
• Proactively identify and implement at least 2–3 reporting or data process improvements per year.

Client Onboarding & Documentation

• Ensure 100% completion and accuracy of client onboarding documentation prior to account activation.
• Meet internal onboarding SLA timelines (e.g., document collection, follow-ups, file readiness).
• Minimize onboarding deficiencies or rework requests from Compliance and Operations teams.

Client Service Support

• Maintain high responsiveness to internal client-facing teams (e.g., same-day or next-business-day turnaround on support requests).
• Zero missed follow-ups or outstanding service tasks beyond agreed timelines.
• Contribute to a consistently high client experience, as reflected in internal feedback or service reviews.

Process Improvement & Efficiency

• Identify and recommend process improvements related to data management and client service workflows.
• Successfully implement or support continuous improvement initiatives that enhance efficiency or reduce manual effort.
• Contribute to improved consistency across onboarding and data management processes.

Team Collaboration & Reliability

• Demonstrate strong collaboration with Wealth Counsellors and the Client Experience team.
• Maintain high standards of organization, accountability, and follow-through.
• Act as a trusted resource for data and administrative support across teams.

Behaviours, Skills, and Competencies

• 1–2 years of experience in financial services, client service, data administration, or a related role.
• Post-secondary education in business, finance, administration, computer science or a related field is preferred.
• Familiarity with CRM systems and data management best practices.
• Understanding of wealth management operations and client onboarding processes is an asset.
• Strong focus on data accuracy, integrity, and quality control.
• Excellent communication skills with a commitment to delivering a high standard of client service.
• Exposure to systems such as Harmony by Infinite Systems, Dataphile, or similar platforms.
• Strong working knowledge of Microsoft Office tools (Teams, Planner, Excel, Outlook); Power BI experience is an asset.
• Able to identify issues, implement solutions, and adapt in a dynamic environment.
• Strong time management skills with the ability to manage multiple priorities effectively.

To learn more about Kinsted, please visit Applications: To learn more or apply for this role, please send a resumé by email to Sarah Ince at ***email_hidden***. The posting will be open until a suitable candidate is found. Only successful candidates will be contacted.

Kinsted is committed to an inclusive, equitable workplace where diverse perspectives are valued. We offer competitive rewards designed to support professional growth and well‑being. Accommodations are available throughout the recruitment process upon request. Applicant information will be handled in accordance with applicable privacy legislation. This posting does not constitute an offer of employment.