Administrator, 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 processing securities transactions. In the scope of Operations duties, the Administrator, Print and Audit, is in charge of auditing transactions and printing new securities entitlements. The Administrator, Print and Audit, is also responsible for working closely with the client-facing teams to produce new securities templates and to keep the issuer's templates up to date. 

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

Key Responsibilities:

• Act as last line of defence by performing a complete review of the transaction and new shares entitlements

• Security template design and creation

• Ensure the necessary restrictions are affixed and printed to the share entitlements or removed from the share entitlements when applicable

• Coordinate branch printing of new share entitlements

• Maintenance and administration of the share certificate inventories 

• Organize physical documents and coordinate with vendors for safekeeping

• Maintenance and administration of co-transfer agent inventory

• 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 a similar administrative role.

• Proficient in Microsoft Office suite.

• Bilingual English/French (contacts and collaboration with English only clients and colleagues)

• In the Montreal office 5 days/week

• Communication: excellent written, verbal and listening skills

• High attention to accuracy and detail

• Client Focus: proven ability to understand clients’ needs and develop the appropriate solutions

• Confidentiality: show discretion and ability to handle confidential issues

• Ability to organize and prioritize tasks and effectively communicate with peers and all levels of the company

• A willingness and ability to adapt to a changing environment and responsibilities

• Adaptability: flexibility to work on a wide range of tasks and ability to prioritize

• 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

• Organization & Detail Oriented: strong organizational skills and attention to detail.

Nice to Have(s)

• Financial services industry experience would be 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.