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Financial Proxy Administrator in Richmond Hill at Computershare, Inc

Date Posted: 9/29/2018

Job Snapshot

  • Employee Type:
  • Location:
    Richmond Hill
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:

Job Description

As a Financial Proxy Administrator located in our Richmond Hill office you will be responsible for preparing, validating, tabulating, auditing and reporting all incoming proxies within the set deadlines.

Major Responsibilities: 
  • Deal with high volumes and tight/changing deadlines while performing multiple tasks.
  • Read material requiring understanding of content; procedure manuals, instructions, proxies, proxy protocol or correspondence.
  • Use basic arithmetic, establish arithmetic formulas or procedures to calculate or prepare routine information.
  • Training of contract staff to ensure their understanding of processes, procedures and policies.
  • Plan aspects of your own work within specified deadlines and according to priorities set by others.
  • Ensure all related materials are accurate and transferred to internal database.
  • Ensure all setups are accurate i.e. meeting setups, high volume scanning.
  • Ensure all omnibus proxies have been electronically or manually uploaded and audited.
  • Ensure that all proxies are processed utilizing image software, validated and dealt with in accordance with proxy protocol, service standards, policies and procedures.
  • Ensure all external electronic files being received are dealt with in accordance with proxy protocol, service standards, policies and procedures.
  • Ensure all registered appointing proxies are coded, voted and filed accordance with proxy protocol, service standards, policies and procedures.
  • Ensure all Broker appointments are sent to Client Servicing Officer in accordance with procedures.
  • Ensure all late proxies are sent to the Client Servicing Officer in accordance with procedures.
  • Ensure that all proxies that are invalid and any votes that exceed share balance are dealt with in accordance with procedures.
  • Ensure that all registered and broker proxies have been audited in accordance with procedures.
  • Ensure that 100% of all proxies received have been voted and reported by deadlines set.
  • Maintain an organized folder containing all proxies with comments, appointments and invalid proxies.
  • The job has responsibility for providing service to internal or external clients in a timely manner according to the specific requests and stated expectations of the client.
  • Identify any tabulation issues.  Work with Team Leader and Client Servicing to determine best solutions, i.e. meeting setup, Canadian Brokers votes Versus U.S. Broker votes discrepancies.
Skills and Experience required:
  • Post-Secondary Education required.
  • Canadian Securities Course and/or Trust Institute course is optional but preferred.
  • Must have excellent MS application skills, strong Excel skills are essential.
  • Ability to work overtime during weeknights and weekends as required.
  • Ability to adapt to the changing needs of the department, including working a rotating shift schedule between the hours of 7 am and 9 pm. 
  • Must be able to cross-train between various units and apply knowledge on a regular basis.
  • Must be extremely organized and detail-oriented.
  • Must be proactive and someone who takes initiative.
  • Exceptional ability to meet multiple deadlines daily.
  • Ability to multi-task between daily operational responsibilities and projects as assigned
At Computershare we invite you to share our vision and our commitment to excellence in everything that we do. Our people are entrepreneurial and innovative and serve our clients with precision and reliability because they count on us to deliver, every time.
Computershare sees diversity as a source of strength. The more different perspectives we have, the better equipped we’ll be to meet the demands of our diverse global customer base. We want every person who joins our team, every customer and every supplier to feel welcome. We believe in equality for everyone, regardless of age, ethnicity, gender identity, race, religion, disability or sexual orientation. That applies throughout our company, around the world with no exceptions, regardless of differences. We will hire, develop, reward, promote and retain people purely on the basis of their talents, commitment, potential and the results they achieve. We will work hard to make sure everyone is included within our organization, removing barriers and obstacles to give everyone an equal opportunity to succeed.
Computershare is committed to providing accommodations for candidates with disabilities throughout the recruitment and employment process. If you are a candidate requiring an accommodation during the application process, please contact us at
If you want to be part of our leading brand, please apply for this position by clicking on the 'Apply' button and following the application process.