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

TMX Group•Montreal, QC

23d•Onsite

About The Position

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.

Requirements

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 Haves

Working experience in Transfer Agency is an asset

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.