Operations Administrator

Operations Administrator

The TMX group of companies includes leading global exchanges such as the Toronto Stock Exchange, the Montreal Exchange, and numerous innovative organizations enhancing capital markets. United as a global team, we support mission-critical capital markets systems through collaboration and a nimble operating model.

The Operations Administrator is responsible for the day-to-day administration of operational submissions by registered shareholders and Depository Trust Company (DTC) transactions. In a fast-paced securities environment, this role supports routine and complex stock transfers, processes electronic book-entry movements, and maintains the integrity of U.S.-based client issuer registries in our New York office.

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 incoming correspondence and requests to the appropriate departments; conduct investigations when necessary.
• Administer inventory levels for postage, courier, and shipping supplies.
• Respond promptly to daily inquiries from internal clients to ensure 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.
• Perform 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

• Serve as a liaison between external parties and internal clients to ensure smooth communication and successful outcomes.
• Provide operational support to corporate clients (issuers), DTC Participants, and registered shareholders regarding transfer requirements and pending transaction statuses.
• Review legal paperwork (e.g., Power of Attorney, Trust Agreements, and Letters Testamentary) to ensure compliance with SEC regulations and internal transfer rules.
• Deliver accurate, timely, and empathetic 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.
• Strong understanding of securities processing, DTC settlement structures, DWAC/DRS platforms, and transfer agent compliance rules.
• Exceptional data entry accuracy with the ability to identify errors in legal documents, signature guarantees, and transaction ledgers.
• Strong MS Excel skills (reconciliations and formulas) and standard proficiency in the Google suite of products.
• Strong written and verbal communication skills; ability to manage professional and empathetic correspondence under strict Service Level Agreements (SLAs).
• Ability to work independently with minimal supervision and adapt to changing responsibilities and a dynamic environment.
• College diploma or university degree in business and/or finance, or equivalent experience.

Work Location & Schedule

• Fully in-office (5 days/week), based in New York, NY.

Salary Range

• $45,000–$55,000 USD per year (guideline range; actual salary may vary based on experience, knowledge, and skills).