Job Summary

Your primary role includes processing various security holder transactions for the clients of the Corporate & Shareholder Services division. This position involves issuing payments, entering confidential client information into our database from paper and electronic source documents, and supporting the Corporate & Shareholder Services division with other operational activity. The Corporate Actions Coordinator is required to maintain up to date system records by ensuring accurate data entry, while also ensuring all customer service standards are met as set forth by Olympia Trust Company.

As the ideal candidate, you must be able to deliver results in a dynamic team environment. This is an exciting opportunity for a confident individual who is able to process large volumes of information while maintaining a high level of accuracy. This individual must be able to multitask, thrive in an ever-changing environment, build relationships naturally, adapt quickly, and communicate effectively.

Duties and Responsibilities

• Uphold the division and Olympia’s reputation and values, while promoting our motto “With Us, It’s Personal” in all interactions with employees, clients, and business associates.
• Process client scheduled and ad hoc payments, issue payments in multiple formats and reconcile individual issuer trust accounts on a monthly basis.
• Process all dividend reinvestment and optional cash payment transactions and coordinate the dispatch of plan statements.
• Assist where required, in the coordination and process of all taxable corporate action events that involve cash and/or security payments.
• Ongoing related maintenance items such as, but limited to cheque replacements, returned/rejected EFT handling and positive pay tracking.
• Maintaining accurate inventory of blank cheque stock and placing orders for new clients as well as replenishing current inventory.
• Maintain confidential securityholder records by ensuring accurate data entry, while also ensuring all services standards are met.
• Adhere to daily deadlines and submit daily work for auditing.
• Work cooperatively within the team to achieve common goals.
• Ensure compliance with internal and external audit and regulatory requirements.
• Respond to telephone and written inquiries from investors.
• Process security transfers, replacements of lost securities, estate transmissions, securityholder account requests, and completing other general transactions
• Provide onboarding services for new clients, including the set-up of certificate, cheques and statement templates and loading securityholder information received from external sources
• Firm understanding and adherence of OTC’s Anti‐Money Laundering (AML) policies and procedures
• Flexible to perform various assigned tasks as requested by management and executives.

Competencies

• Connection - We build long-term relationships by collaborating with our clients and industry participants.
• Accountability - We are a trusted business partner operating with transparency and integrity.
• Innovation - We leverage technology to continuously improve how we serve our customers.
• Superior verbal, written, and interpersonal communication skills when dealing with internal and external inquiries.
• Must have the ability to maintain professionalism in all situations.
• Inquisitive approach with proven problem solving and analytical abilities.
• Exceptional time management with the aptitude to establish priorities and multitask.
• Ability to work within a team environment but be strongly self-motivated.
• Must have a high level of integrity and be able to maintain confidentiality throughout all staff, management and client interactions.
• A positive attitude and collaborative team spirit.

Formal Education and Experience

• High School Diploma is required.
• Post-secondary education is beneficial.
• Minimum 3 years’ experience in the financial services industry is required, including data entry and/or processing experience.

Specialized Skills or Knowledge

• Bilingual in French and English communication both written and spoken is an asset.
• Basic understanding of Anti-Money Laundering (AML) policies and procedures.
• Intermediate level of Microsoft Excel, Word and Outlook.
• Successful completion of a Criminal Background check and fingerprinting to comply with United States Securities and Exchange Commission requirements will be required.

With us, It’s Personal