Administrator Operations (Workflow and Mailroom) (12 Months Contract)

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.

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 Administrator Operations (Workflow and Mailroom) role is key to ensuring transfer requests and correspondence are logged and distributed in a timely and efficient manner to ensure workflow and regulatory turnaround time requirements are met. The administrator collaborates with various departments to carry out instructions, while balancing volumes and priorities.

This role is fully in office (5 days/week) - based in Montreal, QC

Key Responsibilities:

• Identify, time-stamp, log, track, and distribute all incoming correspondence and requests to the appropriate departments, conducting investigations when necessary.

• Act as a liaison between external parties and internal clients to ensure smooth communication and business success.

• Process, log, and ensure proper handling of all outgoing mail and courier deliveries, including tracking when required.

• Manage courier applications for waybills, weekly fee manifests, and balancing.

• Administer inventory levels for postage, courier, and shipping supplies.

• Respond promptly to daily inquiries from internal clients, ensuring timely and accurate assistance.

• Prioritize and process items with regulatory requirements to ensure compliance.

• Digitize physical requests, upload them to the database, and prepare workflows for efficient processing.

• Identify and escalate complaints to management as needed.

• Monitor trends and identify opportunities for service improvements based on the nature and volume of inquiries.

• Maintain statistical reports for fee tracking and performance metrics.

• Prepare the monthly courier billing invoice.

• Perform other duties and responsibilities as assigned.

Must Have(s):

• 1 - 3 years working experience in an office environment

• Ability to prioritize, multi-task and meet strict deadlines

• High level of attention to accuracy and detail required

• A willingness to learn and accept new challenges and be part of a dynamic team

• A friendly service-oriented individual with good communications skills

• Excellence in operating Google Suite

Nice to Have: 

• Working experience in Transfer Agency is an asset

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.