Sales Operations Administrator

We are seeking a detail-oriented Sales Operations Administration professional to join our Global Retail Business Intelligence & CRM team in Toronto. In this role, you will support the operational backbone of our retail distribution business — ensuring accurate trade and asset tracking, seamless fund onboarding, reliable sales reporting, regulatory compliance, and accurate compensation operations, with a particular focus on ETF products. 

Working at the intersection of sales, operations, finance, and compliance, you will partner across teams to keep our processes running smoothly and our advisors and distribution partners well supported. This is a strong fit for someone with a Canadian financial services operations background who thrives on precision, problem-solving, and continuous improvement. 

Position Responsibilities:   

• Trade & Asset Tracking and Resolution 

• Monitor, reconcile, and track trades and asset flows across mutual fund, SMA, and ETF product lines. 

• Investigate and resolve trade discrepancies, settlement issues, and asset-movement exceptions in a timely manner. 

• Coordinate with dealers, custodians, and internal teams to ensure accurate and complete transaction records. 

Fund Onboarding 

• Support the end-to-end onboarding of new funds and share classes onto distribution and transaction platforms. 

• Set up and validate fund and product data across FundServ, IFAST, and related systems. 

• Partner with product, legal, and operations teams to ensure onboarding requirements and timelines are met. 

Sales Reporting 

• Produce accurate and timely sales, asset, and flow reporting for internal stakeholders and distribution partners. 

• Maintain data integrity across reporting sources and reconcile discrepancies between systems. 

• Support ad hoc analysis and reporting requests from sales leadership and the business intelligence team. 

Compliance — FINRA & OSFI 

• Support compliance requirements and reporting obligations under FINRA and OSFI regulatory frameworks. 

• Maintain accurate records and documentation to support regulatory filings, audits, and reviews. 

• Identify, escalate, and help remediate compliance exceptions in partnership with the compliance team. 

Compensation Operations — ETF Focus 

• Administer compensation operations processes, with a specific focus on ETF compensation. 

• Calculate, validate, and reconcile compensation payments and related data. 

• Investigate and resolve compensation discrepancies and respond to inquiries from sales and distribution partners. 

Required Qualifications 

• 2+ years of relevant experience and working knowledge of SMA (Separately Managed Accounts) and ETF (Exchange-Traded Fund) products.

• Hands-on experience with FundServ and IFAST transaction / order-routing platforms. 

• Strong attention to detail and a demonstrated ability to reconcile data and resolve exceptions. 

• Proficiency with Microsoft Excel and sales/operations reporting tools. 

• Excellent organizational, analytical, and communication skills. 

• Ability to manage multiple priorities and meet deadlines in a fast-paced operations environment. 

Preferred Qualifications 

• Background in Canadian financial services operations (strongly preferred). 

• Experience with Broadridge ETF processing solutions (a strong asset). 

• Familiarity with FINRA and OSFI regulatory requirements. 

• Post-secondary education in business, finance, or a related field. 

• Relevant industry designations (e.g., Canadian Securities Course) are an asset. 

When you join our team: 

• We’ll empower you to learn and grow the career you want. 

• We’ll recognize and support you in a flexible environment where well-being and inclusion are more than just words. 

• As part of our global team, we’ll support you in shaping the future you want to see.

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