Distribution Co-ordinator at International Financial Data Services (Canada)

Toronto, ON

About the Job

Distribution Co-ordinator


Department: Transaction Services (820)

30 Adelaide Str, East
Toronto, Ontario, M5C 3G9

Number of Positions: 1

Job Description:

• Scans, indexes and archives incoming mail from clients in accordance with established productivity and quality standards
• Classify all incoming work, by analyzing all types of incoming documents and identify client environment, transaction type, SIN, accounts etc
• Special statement handling by faxing, emailing and mailing out based on procedures
• Prepare and coordinate storage for IFDS client daily work
• Record Sort and deliver all incoming/outgoing mail, and interoffice mail including items which require special handling
• Processes & reconciles daily incoming investment cheques for deposit deposits
• Mail out daily outgoing cheques based on provided instructions
• Mail out bi-weekly, monthly commission, trailer and dividend cheques based on provide instructions when funding is provided
• Process and complete daily work based on instructions provided through transaction processing
• Being able to lift up to 50 pound boxes for Recall storage and deliveries within organization
• Follow all department and tasks procedures 100% of the time to attain all audit requirements and to secure the integrity of client work

Minimum Qualifications:

• General Mutual Fund knowledge
• Knowledge of general mail processing procedures
• Ability to lift boxes of forms/mail (weighing approximately 35-50 pounds)
• Knowledge of fund procedures and Canadian Federal regulations in order to sort transactions accurately and communicate with internal clients
• Customer service oriented - tact/diplomacy skills are required when interfacing with different departments and team members. Seeks information about the real and underlying needs of clients and team members
• Attention to detail
• Team Builder – creates environments to sustain highly motivated staff.
• Ability to multi-task – adjust to multiple demands, shifting priorities, and ongoing change
• Strong analytical skills – being to retrieve required information for many lengthy incoming documents
• Takes a logical approach to analyzing problems. Systematically researches information and explores alternatives to solve problems
• Strong organizational skills
• Prioritization – ability to organize workflow in order to accomplish multiple and changing priorities within specified timeframes
• Relationship builder – constructs, maintains, nourishes relationships with all stakeholders and creates an environment to sustain high motivation within team
• Proactive in acquiring information to develop new skills to improve job performance. Grasps new material quickly and easily, and applies new information, concepts and procedures in a constructive manner
• Excellent written and verbal communication skills

• Experience with MS Office applications (Excel, Word and Access)
• Excellent Communication Skills combined with interpersonal and negotiation skills
• Organizational skills
• Analytical skills
• Problem-solving skills
• Highly self-motivated
• Flexibility of working hours and potential to work various shifts

• Knowledge of iFast and AWD
• Experience working in an investment funds industry back-office processing operations
• IFIC Operations certificate

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