Payment Coordinator

July 18, 2022

Role Summary

Your primary role includes processing various cash and security distribution transactions for the clients of the Corporate & Shareholder Services division. This position involves the processing of all cash and/or security dividends, dividend reinvestment processing, tender/exchange offer tracking, processing and reporting involving cash and their related administrative responsibilities. The Senior Distributions Coordinator is required to ensure 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 can 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.

Role Responsibilities

  • Process client scheduled and ad-hoc dividend payments, issue payments in multiple formats and reconcile individual issuer trust accounts on a monthly basis
  • Issue payments to the CRA for withholding for non-resident investors
  • Process all dividend reinvestment and optional cash payment transactions and coordinate the dispatch of plan statements
  • Assist, where required, in the coordination and processing of any taxable corporate action events that involve cash and/or security payments.
  • Ongoing related maintenance items such as, but not 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 stock for currently clients when inventory runs low
  • Preparation, balancing and production of all required tax slips for dividend, DRIP and corporate actions entitlements and coordinating their dispatch to investors
  • Communicate needs of department to Finance for new bank accounts and bank account maintenance
  • Review and maintain current Desktop Operating Procedures for all department activity, create new content as required
  • Maintain confidential security holder records by ensuring accurate data entry, while also ensuring all services standards are met
  • Ensure compliance with internal and external audit and regulatory requirements
  • Thorough understanding of the Anti‐Money Laundering (AML) policies and procedures
  • Respond to telephone and written inquiries from investors as it relates to the above responsibilities
  • Perform other duties and tasks as required

Personal Characteristics

  • Demonstrates flexibility and resilience in response to constraints, failures, and adversity and adjusts priorities to multiple demands and unanticipated events
  • Proven ability to work in a fast-paced, dynamic environment, while delivering on tasks
  • Displays and fosters integrity and honesty through the promotion of mutual trust and respect, demonstrates and fosters high moral standards, and treats others fairly and ethically
  • Possesses excellent organization, high attention to detail and time management skills with the aptitude to establish priorities
  • Must have the ability to maintain professionalism in all situations

Experience and Skills

  • High school education completion
  • Post-secondary education is beneficial
  • Minimum 5 years operational experience in the financial services industry is required, including data entry and/or processing experience
  • Intermediate level of Microsoft Excel, Word and Outlook
  • Bilingual French is beneficial, but not required
  • Successful completion of a Criminal Background check and fingerprinting to comply with United States Securities and Exchange Commission requirements will be required

Perks and Benefits of being an Olympian

  • Health Spending and Wellness Account
  • Employee Share Ownership Plan with matching company contribution
  • Virtual healthcare and Employee and Family Assistance Platform
  • Educational development for employees and dependents as well as an employee referral program
  • Olympia Charitable Foundation with donation matching and volunteer opportunities
  • Discounted movie tickets, ski passes and golf passes
  • Canvas Art program to decorate your work office or home
  • Discount perks program
  • Parental leave program, supporting new parents, regardless of gender

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