Jr. Operations Administrator

Full-time, Permanent

$38-40k + bonus

2 weeks ago in Banking and Asset Management

Job Description:

Our client, a financial services company located in North York requires a Jr. Operations Administrator to join their team. This role is accountable to ensure that the Operations department maintains a superior level of internal and external customer service, that the departmental and organizational goals/objectives are achieved and/or exceeded, as well as proving our value proposition.



Processes client financial and non-financial transactions:

  • Enters trade requests (i.e. Buys, Sells, Switches) into the appropriate database
  • Maintains and updates client records with non-financial information changes (i.e. address changes, beneficiary changes, PACs)
  • Verifies and determines if trades are ready for processing. Requests clarification from CAS Team as needed and follow-up as required
  • Performs quality control check of financial and non-financial transactions for completeness and accuracy as required
  • Works closely with and provides training to Client Services Team to ensure scanning and Trade Preparation is in good order, ensuring streamlined and efficient processing of client trades
  • Notify Manager/concerned party where processes are not being followed
  • Suggests and implements procedural changes as related to efficiencies in trade processing
  • Process and ensure Estate tax reporting is correct and done in a timely manner
  • Enter and balance GIC transactions. Monitors reports monthly in preparation of maturities and interest payments
  • Process and maintain transfers-in from other financial institutions. Includes issuing set- up blotters and following up with fund companies to rectify any discrepancies
  • Prepares and processes adjustments to client accounts, including preparing and following up on LOIs to other fund companies
  • Administer special gratuity program

Perform daily settlement:

  • Ensures all FundSERV files are retrieved and posted
  • Balances dealer system to fund company and FundSERV
  • Verify/release EFT payments and prints cheques
  • Reviews and clears exception report
  • Calculates amounts for adjusted sales numbers (to be used by Finance)
  • Prepares and processes any adjustments resulting from errors found during settlement
  • Search for any unconfirmed batches
  • Manually type cheques, prepare for signature and mailing
  • Reviews and clears exception and pending/rejected trades report

Maintains additional Operations activities:

  • Reviews and prepares monthly Nominee Reconciliation – ensuring company records agree with fund company records.
  • Researches and corrects any discrepancies and ensures review is completed in time for monthly filing with MFDA
  • Monitors and keeps up to date the held mail program
  • Reviewing RESP error reports and correcting to ensure accurate filing
  • Monitors and investigates Stale dated cheques
  • Works with Client Service Team to ensure that RIF/AWD information is up-to-date
  • Ensures RIF/AWD payments are processed correctly and on time
  • Creates and reviews non-financial updates sent to fund companies via FundSERV
  • Assists Manager with annual Fund Audit including balancing Fund Company records to internal records and ensuring client inquiries are responded to
  • Ensures NSF cheques/PACs are acted upon according to established procedures

Other administrative duties:

  • Monitors OPS team email box, assigns requests to team members as needed
  • Issue replacement cheques for clients and prepares stop payment letters
  • Participates in committees and meetings as required
  • Answers any system/process questions from co-workers
  • Assist Manager in documenting system issues for reporting to RPM
  • Performs sundry duties, including ad hoc projects as may be required
  • Enters and/or checks daily prices for company funds
  • Consistently seeks process improvements to help increase operational effectiveness
  • Recommends and assists in implementing change to increase efficiency and accuracy in the Operations department



  • Post-secondary education
  • Three years industry experience including on-the-job experience performing similar duties as required
  • Completion of the Canadian Investment Funds Operations Course
  • Familiar with Fundserv, and RPM applications
  • Strong written and verbal communication skills
  • Strong technical skills in Microsoft Outlook, Word, and Excel
  • Demonstrates an eagerness and desire to continue to grow personally and professionally that is evident in on-going activities through utilization of self-learning initiatives and mediums. Strives to exceed performance expectations by continually challenging oneself and “raising the bar”

To apply, upload your resume and complete the required information in the “Apply For The Job” section located to the right of the posting. Alternatively, quote the position title and email your resume to: Lindsey Title; l.title@tdspersonnel.com

If you are already registered with TDS Personnel please contact your Consultant.

TDS Personnel is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations within reason due to a disability or medical need are available on request for candidates taking part in the recruitment process.

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