Team Lead, Mailroom Services (Toronto)

TMX Group•Toronto, ON

12d•CA$60,000 - CA$65,000•Onsite

About The Position

As the Team Lead, Mailroom (Toronto), you will spearhead a team of dedicated professionals in a technology-forward document management environment. Moving beyond traditional mailroom operations, you will drive efficiency by integrating advanced scanning and digital workflow solutions. You will serve as a central communication hub, collaborating seamlessly with cross-functional teams, relationship managers, external vendors, and the finance department to ensure operational excellence and continuous alignment with branch teams. This role is fully in office (5 days/week) - based in Toronto, ON.

Requirements

High school diploma, or equivalent experience
Minimum 2 years proven experience in team leadership, coaching, or a supervisory role.
Minimum of 1 year of experience in a corporate, commercial, or securities industry environment is highly preferred.
Excellent working knowledge of the Microsoft Office Suite (Word, Excel), Google Workspace (Gmail/Google Docs), and database management software.
Familiarity with modern document scanning hardware, digital routing, and workflow automation solutions.

Nice To Haves

Previous experience working in Proxy or Transfer Agent environments, an asset
Previous experience with mailroom, an asset
Bilingual in English/French, an asset
Canadian Securities Course, an asset

Responsibilities

Partner with the Manager to establish strategic priorities, organize daily operations, and effectively delegate workload across the team.
Lead weekly team check-ins and initiate monthly/quarterly 1:1 meetings to review individual work performance and foster professional growth.
Provide comprehensive training for new staff during onboarding, and deliver ongoing, ad hoc refresher training for existing team members to ensure technical proficiency.
Empower team members by providing procedural support, assisting with task prioritization, and serving as the primary point of contact for level-one escalations.
Coordinate and optimize both physical and digital workflows with internal departments, utilizing modern workflow solutions and scanning technologies.
Perform ongoing system testing for mailroom software and scanning hardware to maintain a technology-forward infrastructure.
Review system-generated reports to monitor workflow efficiency, ensure strict turnaround timelines are met, and prevent bottlenecks.
Perform routine spot checks on incoming items to ensure accurate receipt documentation, and audit team output to validate strict adherence to established Policies and Procedures (P&Ps).
Audit and review departmental billing and invoices prior to submitting them to the Finance department.
Control and maintain accurate inventory for postage, courier, and shipping supplies.
Maintain meticulous, accurate records of all urgent business mail and courier deliveries.
Respond to routine inquiries, direct complex questions to the appropriate departments, and liaise with internal/external stakeholders to resolve operational deficiencies.
Act as an operational backup to the Manager, assisting with other duties and projects as assigned. (Note: Flexibility for occasional overtime is required).