Operations Administrator

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? The Operations Administrator is responsible for the day-to-day administration of operational submissions by registered shareholder, and Depository Trust Company (DTC) transactions. Working in a fast-paced securities environment, this role serves as a key administrator in the New York office handling routine and complex stock transfers, processing electronic book-entry movements, and maintaining the integrity of U.S.-based client issuer registries. Key Accountabilities: DTC & Electronic Securities Processing: DTC Settlement Administration: Receive, review, and process electronic security presentations via the Depository Trust Company (DTC). DWAC & DRS Processing: Execute daily DWAC (Deposit/Withdrawal at Custodian) and DRS (Direct Registration System) transactions, adjusting balances accurately between the transfer agent registry and DTC system balances. Balance Reconciliation: Assist with daily balancing and control book processes to ensure registered share positions balance with central depository positions, including CDS (Canadian Depository for Securities). Core Transfer Agency & Registry Operations: Identify, time-stamp, log, track, and distribute all incoming correspondence and requests to the appropriate departments, conducting investigations when necessary. 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. Review and process physical and book-entry stock transfer requests, including routine transfers, maintenance requests, lost securities requests, and estate transfers. Review legal documentation for restricted stock transfers, coordinate the application or removal of restrictive legends, and verify corporate approvals. Process treasury directions for the issuance of new shares, stock options, and initial public offering allocations. Handle day-to-day database administrative updates, including change of address requests, tax form processing (W-9/W-8), cost basis calculations, and lost certificate replacement requests. Provide remote support for other processes and collaborate with the Operations team. Client & Shareholder Service: Act as a liaison between external parties and internal clients to ensure smooth communication and business success. Provide operational support to corporate clients (issuers), DTC Participants, and registered shareholders regarding transfer requirements and pending transaction statuses. Review legal paperwork (such as Power of Attorney, Trust Agreements, and Letters Testamentary) to ensure compliance with SEC regulations and internal transfer rules. Deliver accurate, timely, and sympathetic written and verbal responses to shareholder inquiries. Required Qualifications & Skills: 1–3 years of experience in financial services, brokerage operations, trust administration, or directly within a registered U.S. Transfer Agent. Solid understanding of securities processing, DTC settlement structures, DWAC/DRS platforms, and general transfer agent compliance rules. Exceptional data entry accuracy with a proven ability to identify errors in legal documents, signature guarantees, and transaction ledgers. Strong MS Excel skills (reconciliations and formulas) along with standard proficiency in the Google suite of products Highly developed written and verbal skills; comfort managing professional and empathetic correspondence under strict Service Level Agreements (SLAs). Ability to work independently with minimal supervision and adapt to a changing environment and responsibilities College diploma or university degree in business and/or finance, or equivalent experience. This role is fully in office (5 days/week) - based in New York, NY Salary Range: $45,000K/year - $55,000K/year USD 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. 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 .