Operations Administrator

About the Role

The Operations Administrator is responsible for the day-to-day administration of operational submissions by registered shareholders, and Depository Trust Company (DTC) transactions. Working in a fast-paced securities environment, this role serves as a key administrator in the New York office handling routine and complex stock transfers, processing electronic book-entry movements, and maintaining the integrity of U.S.-based client issuer registries.

Key Accountabilities

DTC & Electronic Securities Processing

• Receive, review, and process electronic security presentations via the Depository Trust Company (DTC).
• Execute daily DWAC (Deposit/Withdrawal at Custodian) and DRS (Direct Registration System) transactions, adjusting balances accurately between the transfer agent registry and DTC system balances.
• Assist with daily balancing and control book processes to ensure registered share positions balance with central depository positions, including CDS (Canadian Depository for Securities).

Core Transfer Agency & Registry Operations

• Identify, time-stamp, log, track, and distribute all incoming correspondence and requests to the appropriate departments, conducting investigations when necessary.
• Administer inventory levels for postage, courier, and shipping supplies.
• Respond promptly to daily inquiries from internal clients, ensuring timely and accurate assistance.
• Prioritize and process items with regulatory requirements to ensure compliance.
• Digitize physical requests, upload them to the database, and prepare workflows for efficient processing.
• Identify and escalate complaints to management as needed.
• Review and process physical and book-entry stock transfer requests, including routine transfers, maintenance requests, lost securities requests, and estate transfers.
• Review legal documentation for restricted stock transfers, coordinate the application or removal of restrictive legends, and verify corporate approvals.
• Process treasury directions for the issuance of new shares, stock options, and initial public offering allocations.
• Handle day-to-day database administrative updates, including change of address requests, tax form processing (W-9/W-8), cost basis calculations, and lost certificate replacement requests.
• Provide remote support for other processes and collaborate with the Operations team.

Client & Shareholder Service

• Act as a liaison between external parties and internal clients to ensure smooth communication and business success.
• Provide operational support to corporate clients (issuers), DTC Participants, and registered shareholders regarding transfer requirements and pending transaction statuses.
• Review legal paperwork (such as Power of Attorney, Trust Agreements, and Letters Testamentary) to ensure compliance with SEC regulations and internal transfer rules.
• Deliver accurate, timely, and empathetic written and verbal responses to shareholder inquiries.

Required Qualifications & Skills

• 1–3 years of experience in financial services, brokerage operations, trust administration, or directly within a registered U.S. Transfer Agent.
• Solid understanding of securities processing, DTC settlement structures, DWAC/DRS platforms, and general transfer agent compliance rules.
• Exceptional data entry accuracy with a proven ability to identify errors in legal documents, signature guarantees, and transaction ledgers.
• Strong MS Excel skills (reconciliations and formulas) along with standard proficiency in the Google suite of products.
• Highly developed written and verbal skills; comfort managing professional and empathetic correspondence under strict Service Level Agreements (SLAs).
• Ability to work independently with minimal supervision and adapt to a changing environment and responsibilities.
• College diploma or university degree in business and/or finance, or equivalent experience.

Schedule

This role is fully in office (5 days/week), based in New York, NY.

Pay

Salary Range: $45,000–$55,000 USD per year. The salary offered may vary based on factors including the successful candidate's relevant knowledge, skills, and experience.