Administrator, Stock Transfer Operations

Venture outside the ordinary - TMX Careers

The TMX group of companies includes leading global exchanges such as the Toronto Stock Exchange, Montreal Exchange, and numerous innovative organizations enhancing capital markets.  United as a global team, we’re connecting cross-functionally, traversing industries and geographies, moving opportunity into action, advancing global economic growth, and propelling progress. Through a rich exchange of ideas, meaningful collaboration, and a nimble operating model, we're powering some of the nation's most critical systems, fueling capital formation and innovation, bringing increased opportunity to business visionaries, product ingenuity to consumers, and career exploration to our team.

Ready to be part of the action?

As part of TMX Group, TSX Trust is the largest Canadian-owned Transfer Agent and provider of Corporate Trust services. Whether issuers need help with Corporate Actions, Investor Service, or planning Investor Meetings, our services are tailored to make their transactions a success.
The Operations Department is responsible for record maintenance and affecting transfers, issuance of shares and reconciliation of capital.

The role of the Stock Transfer Administrator is to review and process instructions received from the securities holder, their representatives and brokers and as well as to handle inquiries received from the same parties.

This role is fully in office (5 days/week) - based in Vancouver, BC

Key Responsibilities

• Review, validate, and process securities transfer requests and supporting documentation in accordance with company policies, procedures, and regulatory requirements

• Operate and maintain record-keeping systems supporting shareholder transfer activities

• Respond to written, telephone or in-person inquiries regarding transfer requirements, including inquiries requiring extensive research of various kinds of current and historical records

• Build and maintain up to date knowledge in terms of transfer regulations and guidelines (federal or provincial rules) as well as in terms of services offered by our clients to their shareholders  

• Interact with internal stakeholders including Client Management, Corporate Actions, and other operational teams

• Maintain and submit monthly statistics for fees and management reporting purposes.

• Ensure operational procedures, controls, and guidelines remain current and compliant

• Help further strengthen the risk framework by acting as first line of defense and implementing relevant controls

• Help streamline the process flows and develop initiatives to increase the added value for the clients, their shareholders and the company  

• Ensure confidentiality and security of shareholder and corporate information

• Coordinate new share issuances, closing mechanics, and printing of securities

• Receive, distribute, scan, and maintain incoming and outgoing mail, courier tracking, and related documentation

• Perform additional administrative and operational duties as assigned

Must Have (s) :

• College diploma or university degree in business and/or finance, or equivalent experience

• 1 to 3 years experience in similar role

• Working knowledge of the securities industry and back-office administration processes

• Proficiency in Microsoft Office Suite and Google Workspace applications 

• Excellent written, verbal, and interpersonal communication skills

• Strong organizational and time-management abilities

• High attention to accuracy, detail, and quality of work

• Strong analytical, problem-solving, and decision-making skills

• Client-focused mindset with the ability to provide professional service and effective solutions

• Ability to prioritize tasks and adapt in a changing environment

• Ability to work independently while collaborating effectively within a team

• Professionalism, diplomacy, and discretion when handling confidential information

• Flexible and adaptable with willingness to work overtime when required

Nice to Have:

• Completion of the Canadian Securities Course (CSC) or similar industry courses

Salary Range: 47,000/year - 52,000/year CAD

Please note that the salary range included is a guideline only. The salary offered may vary based on factors, including, but not limited to, the successful candidate’s relevant knowledge, skills, and experience. 

The recruiting efforts for this role are intended to fill a vacant position.

For this role AI-assisted tools are utilised as one input in the application and screening process. AI does not make final hiring or interview decisions.

In the market for…

Excitement - Explore emerging technology and innovation, as well as ventures and digital finance that shape the future of global markets! Experience the movement of the market while grounded in the stability of close to 200 years of success.

Connection - With site hubs in some of the world’s most multicultural cities, we leverage our size and structure to create rich connections and belonging while experiencing powerful global impact through our work.

Impact - More than a platform, we use our talents to power mission-critical systems that drive global economic advancement, innovation, and growth. As well, our employee-led Team Impact spreads social good via our giving strategy.

Wellness - From empathetic leadership to a culture of flexibility and balance, we believe wellness at work creates the maximum yield and a stronger “we”. Plus, with a cloud-first and hybrid workstyle, as well as generous time-off and leaves, we support a life well lived! 

Growth - From a growth mindset in our work, to expansion in our business, TMX is home to action-takers energized by the achievement of ambitious growth.

Ready to enrich your career with impactful work, leaders who truly care, and the flexibility and programs to help you thrive as part of #TeamTMX ? Apply now.

Please note that our company is not currently sponsoring work permit applications and the applicant must be authorized to work in the country where this position is located. 

TMX is committed to creating and sustaining a collegial work environment in which all individuals are treated with dignity and respect and one which reflects the diversity of the community in which we operate. We provide accommodations for applicants and employees who require it.