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Team Lead, Montreal Workflow and Mailroom Services

7 months ago

Montréal, Canada TMX Group Limited Full time

Venture outside the ordinary - TMX Careers

The TMX group of companies includes leading global exchanges such as the Toronto Stock Exchange, Montreal Exchange, and numerous innovative organizations enhancing capital markets.

United as a global team, we’re connecting cross-functionally, traversing industries and geographies, moving opportunity into action, advancing global economic growth, and propelling progress. Through a rich exchange of ideas, meaningful collaboration, and a nimble operating model, we're powering some of the nation's most critical systems, fueling capital formation and innovation, bringing increased opportunity to business visionaries, product ingenuity to consumers, and career exploration to our team.

Ready to be part of the action?

The Team Lead for Montreal Workflow and Mailroom Services will manage a team, processes and cultivate relationships with managers, vendors, and work directly with Finance. The Team Lead will be required onsite five days per week.

Team Lead
- Assist staff with the identification of priorities and organization of daily work, provide procedural support and assist with the resolution of level one escalations.
- Provide training to new staff as part of onboarding. When required provide ongoing and ad hoc refresher training for existing staff as training needs are identified.
- Performance reviews and employee 1:1 meetings
- Responsible for auditing/reviewing billing for Finance.
- Perform spot checks on work performed by the team validating strict adherence to Policies and Procedures (P&P’s).
- Establish priorities and delegate workload for the team.
- Responsible for weekly team check-in meetings.
- Monitor workflow and provide assistance and support to team members.
- Organize cross-training for existing staff.
- Perform ongoing system testing as required.
- Review system generated reports ensuring turnaround timelines are met.
- Perform spot checks on incoming items ensuring everything received.
- Liaise with internal and external stakeholders to communicate and resolve any deficiencies and escalate queries to appropriate team members.
- Assist Management on other duties as required.
- Flexibility with working overtime when required

Mailroom responsibilities:

- Adhere to other branch mailroom functions and provide regular reporting to Senior Manager, Client Support Services
- Oversee incoming and outgoing mail
- Process internal and external mailings
- Calculate and meter postage to all outgoing mail and parcels
- Control and maintain postage, courier, and shipping supplies as required
- Maintain accurate records of urgent business mail delivery
- Coordinate workflow with internal departments
- Respond to routine questions, provide information and direct inquiries to appropriate departments
- Updating database

Workflow Management responsibilities:

- Assign research items and follow escalated items to resolution
- Review inquiries, research and validate accounts involved.
- dispatch inquiries/request to dedicated individual(s)/group(s)
- Create memo with instructions connected to inquiries/request and assign to Investor Correspondence administrator in charge
- Scan requests going to investor correspondence and load to given account(s)
- Prepare mailing of the original requests going to Investor Correspondence
- Cancel all incoming securities where a transfer is involved
- Prepare Returned by post office certificate listing for dual office review and management sign off leading to destruction
- Scan returned cheques into system
- Code lost/stolen or litigated certificate within a 24 hour turnaround and direct replacement/requirement for replacement or reporting, to dedicated Investor Correspondence administrator
- Maintain daily stats

Qualifications:

- Team Leadership experience required.
- Minimum of one-year experience in corporate/commercial or securities industry, preferred.
- Bilingual (reading and writing) in English and French.
- Excellent working experience with Microsoft Office Suite (Word, Excel), Gmail/Google
- Database Management

In the market for

Excitement - Explore emerging technology and innovation, as well as ventures and digital finance that shape the future of global markets Experience the movement of the market while grounded in the stability of close to 200 years of success.

Connection - With site hubs in some of the world’s most multicultural cities, we leverage our size and structure to create rich connections and belonging while experiencing powerful global impact through our work.

Impact - More than a platform, we use our talents to power mission-critical systems that drive global economic advancement, innovation, and growth. As well, our employee-led
_Team Impact_ spreads social good via our giving strategy.

Wellness - From empathetic leadership to a culture of flexibility and balance, we believe wellness at work creates the maximum yield and a stronger “we”. Plus, with a cloud-first and hybrid workstyle, as w