Operations Administrator

TMX Group•New York, NY

13d•$45,000 - $55,000•Onsite

About The Position

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.

Requirements

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.
Must be authorized to work in the country where this position is located.

Responsibilities

Receive, review, and process electronic security presentations via the Depository Trust Company (DTC).
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.
Assist with daily balancing and control book processes to ensure registered share positions balance with central depository positions, including CDS (Canadian Depository for Securities).
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.
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.