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Provides centralized administrative and operational support for Private Wealth Canada (PWCA) lending portfolios. Responsible for the coordination, monitoring, and execution of portfolio administration activities, lending operations processes, documentation management, compliance tracking, renewal administration, and security-related workflows. Supports Lending Specialists, Funders, and Bankers by managing routine servicing and monitoring activities, ensuring completeness of documentation, adherence to policies and procedures, and timely execution of operational processes.

The role acts as a central point of coordination for portfolio maintenance activities, contributing to operational efficiency, risk management, service excellence, and consistency across the PWCA lending portfolio. The position is primarily administrative and operational in nature and does not have direct client relationship management, sales, or underwriting responsibilities. The incumbent is responsible for the accurate execution of lending administration activities and the coordination of day-to-day operational processes supporting the lending lifecycle.

Key Accountabilities

Portfolio Monitoring & Compliance Administration

• Administers recurring portfolio and compliance reporting activities, including 003 and 121 reports.
• Monitors outstanding portfolio requirements, exceptions, and compliance-related activities to support portfolio integrity and timely follow-up.
• Reviews and tracks outstanding TrackIt items and other monitoring requirements to ensure timely resolution and escalation where required.
• Maintains records, reporting, and documentation to support regulatory, credit, and business requirements.
• Supports annual review and tracking activities, including insurance, policy confirmations, statement collection, and other ongoing portfolio obligations.

Lending Documentation & File Management

• Coordinates the collection, organization, review, and uploading of lending, funding, and client documentation into applicable systems and repositories.
• Maintains electronic records to ensure completeness, accuracy, accessibility, and adherence to record retention requirements.
• Verifies documentation completeness and escalates missing or outstanding items as required.
• Supports document management activities across the lending lifecycle, including applications, renewals, funding, and servicing.

Search & Information Administration

• Completes and coordinates standard search requests, including PPSA, corporate, title, tax, assessment, and other required due diligence searches.
• Ensures search results and supporting documentation are accurately maintained within lending files and workflow systems.
• Completes administrative requirements and documentation gathering activities to support funding and credit processes.

Renewal Administration

• Administers mortgage, FRTL, SOFR, CORRA, and other lending renewal processes.
• Produces renewal reports, prepares renewal documentation packages, and coordinates workflow activities following pricing and approval decisions.
• Tracks upcoming renewals and follows established processes to ensure timely completion and escalation where needed.
• Supports ongoing renewal administration and portfolio maintenance activities across the PWCA lending portfolio.

Funding & Security Coordination

• Coordinates operational activities associated with lending fundings, security documentation, solicitor communications, discharges, and takedown requests.
• Monitors workflow progress and ensures all required documentation is received, processed, tracked, and recorded.
• Acts as a central coordination point for administrative lending activities involving internal business partners and external service providers.
• Supports loan payout processing and security discharge requests to ensure efficient and consistent execution.

Margin & Portfolio Maintenance Administration

• Supports monitoring and follow-up activities related to ineligible margins, margin limit changes, and portfolio exceptions.
• Coordinates required communications, documentation updates, and tracking activities associated with portfolio maintenance requirements.
• Maintains accurate records and reporting related to margin management and ongoing portfolio obligations.

Operational Reporting & Process Support

• Produces, maintains, and distributes recurring and ad hoc operational reports.
• Organizes work to ensure service levels, operational controls, quality standards, and turnaround expectations are consistently achieved.
• Supports process improvements designed to enhance workflow efficiency, consistency, and operational effectiveness.
• Participates in operational change initiatives, system enhancements, and implementation activities as required.

Risk Management & Controls

• Follows established policies, procedures, controls, and regulatory requirements in the execution of all activities.
• Identifies and escalates operational risks, documentation deficiencies, and processing exceptions.
• Maintains accurate and audit-ready records supporting operational integrity and regulatory compliance.
• Takes measured risks while protecting the Bank by applying the Risk Management Framework and adhering to applicable policies, standards, procedures, laws, and regulations.

Qualifications

• 2-3 years of experience in lending operations, portfolio administration, commercial lending support, banking operations, or a related field.
• Post-secondary education in business, finance, administration, or a related discipline preferred.
• Knowledge of lending products, loan documentation, security documentation, renewal processes, and portfolio administration activities.
• Knowledge of operational processes, controls, compliance requirements, and record management practices.
• Experience working with lending administration, workflow management, and document management systems.
• Strong organizational skills with the ability to manage multiple priorities in a high-volume environment.
• Strong attention to detail and commitment to accuracy.
• Strong verbal and written communication skills.
• Strong collaboration and stakeholder management skills.
• Analytical and problem-solving skills with the ability to identify and resolve operational issues.
• Proficiency in Microsoft Office applications, particularly Excel.

You're fluent in French and English to support business operations outside the province of Quebec.

The above represents BMO Financial Group’s pay range and type.

Salaries will vary based on factors such as location, skills, experience, education, and qualifications for the role, and may include a commission structure. Salaries for part-time roles will be pro-rated based on number of hours regularly worked. For commission roles, the salary listed above represents BMO Financial Group’s expected target for the first year in this position.

BMO Financial Group’s total compensation package will vary based on the pay type of the position and may include performance-based incentives, discretionary bonuses, as well as other perks and rewards. BMO also offers health insurance, tuition reimbursement, accident and life insurance, and retirement savings plans. To view more details of our benefits, please visit: https://jobs.bmo.com/global/en/Total-Rewards

About Us

At BMO we are driven by a shared Purpose: Boldly Grow the Good in business and life. It calls on us to create lasting, positive change for our customers, our communities and our people. By working together, innovating and pushing boundaries, we transform lives and businesses, and power economic growth around the world.

As a member of the BMO team you are valued, respected and heard, and you have more ways to grow and make an impact. We strive to help you make an impact from day one – for yourself and our customers. We’ll support you with the tools and resources you need to reach new milestones, as you help our customers reach theirs. From in-depth training and coaching, to manager support and network-building opportunities, we’ll help you gain valuable experience, and broaden your skillset.

To find out more visit us at https://jobs.bmo.com/ca/en.

BMO is committed to an inclusive, equitable and accessible workplace. By learning from each other’s differences, we gain strength through our people and our perspectives. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter.

Note to Recruiters: BMO does not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to BMO, directly or indirectly, will be considered BMO property. BMO will not pay a fee for any placement resulting from the receipt of an unsolicited resume. A recruiting agency must first have a valid, written and fully executed agency agreement contract for service to submit resumes.