Operations Coordinator

Job summary

The Operations Coordinator processes security holder transactions, including transfers and estate transmissions, while maintaining accurate and confidential records. They also provide onboarding services for new clients and ensure all operational activities meet company service standards.

Job details

Operations Coordinator Job Summary Your primary role includes processing various security holder transactions for the clients of the Corporate & Shareholder Services division. This position involves onboarding new clients, 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 Operations 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 & 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 security transfers, replacements of lost securities, estate transmissions, securityholder account requests, and completing other general transactions. * Maintain confidential security holder records by ensuring accurate data entry, while also ensuring all services standards are met. * Provide onboarding services for new clients, including set-up of certificate and statement templates and loading securityholder information received from external sources. * Adhere to daily deadlines and submit daily work for auditing. * Ensure compliance with internal and external audit and regulatory requirements. * General understanding of Anti‐Money Laundering (AML) policies and procedures. * Respond to telephone and written inquiries from investors with the utmost professionalism. * Superior verbal, written, and interpersonal communication skills when dealing with internal and external inquiries. * Work collaboratively within a team environment to achieve common goals while also demonstrating strong self-motivation and the ability to work independently. * Inquisitive approach with proven problem solving and analytical abilities. * Exceptional time management with the aptitude to establish priorities and multitask. * Must have a high level of integrity and be able to maintain confidentiality throughout all staff, management and client interactions. * Flexible to perform a variety of tasks as required to support the team, business, and organizational priorities. Competencies * Connection: Builds long-term relationships by collaborating with clients and industry participants. * Accountability: Is a trusted business partner who operates with transparency and integrity. * Innovation: Leverages technology to continuously improve how we serve our customers. * Adaptability: Adapts to changes and shifting priorities and is open to new ideas and responsibilities. * Attention to Detail: Pays close attention to details to produce accurate work. * Interpersonal Skills: Establishes professional working relationships, is flexible/adaptable, works well with others and solicits feedback. * Job Knowledge: Understands facets of the job, is aware of duties and responsibilities, and keeps current with job knowledge. * Productivity: Manages workload, works efficiently, and meets goals and objectives. * Problem Solving: Understands what is causing a problem, finds solutions and knows when to escalate to leadership. * Teamwork: Is accountable to the team, works to meet established deliverables, appreciates the views of team members, and is respectful. Formal Education & Experience * High school education completion. * Post-secondary education is an asset. * 1-2 years of administrative experience is required, including data entry and/or processing experience. * Prior financial services industry experience is preferred. Specialized Skills & Knowledge * Intermediate level of Microsoft Excel, Word and Outlook. * Bilingual in French communication both written and spoken is an asset. Role Details * Reports to: Manager, Operations * Employment Type: Full-Time, On-site * Internal Title: Operations Coordinator. External: Stock Transfer Operations Coordinator Please note that employment is conditional upon the successful completion of a criminal background check and employment verification. Additional screening may be required depending on the role, and from time to time at Olympia’s sole discretion. With Us, It’s Personal

What you’ll do

The Operations Coordinator processes security holder transactions, including transfers and estate transmissions, while maintaining accurate and confidential records. They also provide onboarding services for new clients and ensure all operational activities meet company service standards.

Requirements

Candidates must have a high school diploma and 1-2 years of administrative experience, with preference given to those with financial services industry experience. Proficiency in Microsoft Office suite and strong communication skills are required for this role.

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Problem solving · Preferred
• Administrative Support · Preferred
• Attention to detail · Preferred
• Microsoft Excel · Preferred
• Communication · Preferred
• Multitasking · Preferred
• Data entry · Preferred
• Microsoft Word · Preferred
• Relationship Building · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Data entry
• Administrative support
• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Communication
• Problem solving
• Time management
• Multitasking
• Attention to detail
• Relationship building
• Analytical abilities
• Customer service
• Financial services
• Anti-money laundering
• Intellectual Curiosity
• Professionalism
• Accountability
• Administrative Functions
• Self-Motivation
• Analytical Skills
• Adaptability
• Auditing
• Multilingualism
• Customer Service
• Confidentiality
• Data Entry
• External Auditing
• Financial Services
• Formal Learning
• French Language
• Leadership
• Innovation
• Internal Auditing
• Interpersonal Communications
• Problem Solving
• Operations
• Staff Management
• Stock Transfer Agent
• Time Management
• Securities (Finance)
• Templates
• Teamwork
• Detail Oriented

Job areas

• Administrative
• Finance & Accounting
• Customer Service & Support
• Operations Coordinator
• Scheduler / Operations Coordinator
• Stock Clerks
• Production, Planning, and Expediting Clerks