Administrator Shareholder Transactions

TMX Group; Vancouver; On-site; CAD 49,000 - 52,000; Full time

Job summary

TMX Group's TSX Trust operations requires an Administrator, Shareholder Transactions to process sale requests and securities transfers, handle inquiries, and support operational workflows five days a week at the office in Vancouver.

Ideal candidates have a college/university degree in business/finance, 1–3 years in a similar role, and solid knowledge of back-office securities processes, with strong MS Office and Google Workspace skills.

Qualifications

• 1–3 years of experience in a 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 listening communications skills.
• Strong organization and attention to detail; ability to prioritize and communicate with all levels.

Responsibilities

• Review, validate, and process transaction orders and documentation.
• Maintain secure records for transfer and sales activities.
• Prepare and execute sale orders and cash reconciliation.

Skills

Communication

Organization

Client focus

Confidentiality

Adaptability

Decision making

Interpersonal skills

Independent worker

MS Office

Google Workspace

Securities industry knowledge

Attention to detail

Education

College/University degree in business or finance

Canadian Securities Course (CSC)

Tools

Microsoft Office Suite

Google Workspace

Job description

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? TBC with Tisuki

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 Administrator, Shareholder Transactions is to process sales requests and securities transfers submitted by the securities holder and/or their representatives as well as handle inquiries received from the same parties. This role is 5 days/week at the office.

Key Responsibilities

• Review, validate, and process the transaction orders, and supporting documentation to ensure all endorsements are complete and in good order.
• Operate and maintain secure record-keeping systems supporting all transfer and sales activities.
• Prepare and execute sale orders (securities settlement, cash reconciliation).
• Ensure that proceeds are distributed to the order givers.
• Maintain and provide monthly statistics for fee and performance reporting purposes for the above services.
• Respond to written, telephone, and in-person inquiries from security holders, legal representatives, performing in-depth research of current and historical records when necessary.
• Collaborate with internal operational teams, including Client Management and Corporate Actions.
• Manage incoming/outgoing mail, courier tracking, scanning, and physical document distribution.
• Assist with new share issuances, closing mechanics, and the printing and distribution of physical securities.
• Ensure compliance with policies, procedures and regulatory requirements.
• Keep operational procedures and guidelines up-to-date and enrich them whenever needed.
• 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.
• Other duties and responsibilities 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.
• Communication: excellent written, verbal and listening skills.
• Organization & Detail Oriented: strong organizational skills and attention to detail. Ability to organize and prioritize tasks and effectively communicate with peers and all levels of the company.
• Client Focus: develops and maintains strong relationships with internal and external clients. proven ability to understand clients’ needs and develop the appropriate solutions.
• Confidentiality: show discretion and ability to handle confidential issues.
• Adaptability: flexibility to work on a wide range of tasks and ability to prioritise.
• Decision & Problem Solving: strong decision making and problem solving skills.
• Interpersonal skills / Teamwork: diplomatic manner and disposition when interacting and working with others: clients, co-workers and management.
• Independent worker: high level of self-motivation and at ease working independently when necessary, must have a flexible schedule to work overtime as required.

Nice to Have

• Completion of the Canadian Securities Course (CSC) or similar industry courses, an asset.

Salary Range

• 48,500/year - 51,500/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?

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.

Our Culture

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?

Our Business

TMX Group operates global markets, and builds digital communities and analytic solutions that facilitate the funding, growth and success of businesses, traders and investors. TMX Group's key operations include Toronto Stock Exchange, TSX Venture Exchange, TSX Alpha Exchange, The Canadian Depository for Securities, Montréal Exchange, Canadian Derivatives Clearing Corporation Trayport and VettaFi, which provide listing markets, trading markets, clearing facilities, depository services, technology solutions, data products and other services to the global financial community. TMX Group is headquartered in Toronto and operates offices across North America (Montréal, Calgary, Vancouver and New York), as well as in key international markets including London, Singapore and Vienna.

For more information about TMX Group, visit www.tmx.com. Follow TMX Group on Twitter: @TMXGroup.