Payments Coordinator

Job Responsibility:

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 cash and/or security dividends, dividend reinvestment processing, tender/exchange offer tracking, processing and reporting involving cash and their related administrative responsibilities. The Payments 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
• Process Dividend Reinvestment Plan transactions including, but not limited to, plan deposits, transfers and withdrawals including ad-hoc payments plan participants
• 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
• Assist in the 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
• Respond to telephone and written inquiries from investors as it relates to the above responsibilities
• Perform other duties and tasks as required
• Complete cross training for other functions of the Securities Processing team to assist in volumes and departmental coverage

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 3 years experience in the financial services industry is required, including data entry and/or processing experience
• Basic understanding of the Anti-Money Laundering (AML) policies and procedures
• 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

Reasons why you should join Olympia's team, and why Olympia has been selected as one of Alberta's Top Employers from 2011 - 2022 :

Olympia Financial established the Olympia Charity Foundation to allow employees to be directly involved in deciding how and to whom their charitable funds are donated

• - the charity's main source of funds are employee donations, which are all matched by the organization.
• Olympia Financial offers a generous health spending account, equivalent to five percent of an employee's annual salary, to a maximum of $7,500.
• Health Wellness Account is a personalized wellness health program that provides employees with a taxable allowance to spend on wellness-related activities and products. The purpose of the plan is to promote employee wellness and expense categories include nutrition, fitness, personal development, and mental health.
• Employee Share Ownership plan available with company matching.