Job Description

Venture outside the ordinary - TMX Careers

The TMX group of companies includes leading global exchanges such as the Toronto Stock Exchange, Montreal Exchange, and numerous innovative organizations enhancing capital markets. United as a global team, we’re connecting cross-functionally, traversing industries and geographies, moving opportunity into action, advancing global economic growth, and propelling progress. Through a rich exchange of ideas, meaningful collaboration, and a nimble operating model, we're powering some of the nation's most critical systems, fueling capital formation and innovation, bringing increased opportunity to business visionaries, product ingenuity to consumers, and career exploration to our team.

Ready to be part of the action?

As the Team Lead, Mailroom (Toronto), you will spearhead a team of dedicated professionals in a technology-forward document management environment. Moving beyond traditional mailroom operations, you will drive efficiency by integrating advanced scanning and digital workflow solutions. You will serve as a central communication hub, collaborating seamlessly with cross-functional teams, relationship managers, external vendors, and the finance department to ensure operational excellence and continuous alignment with branch teams.

This role is fully in office (5 days/week) - based in Toronto, ON.

Key Accountabilities:

Team Leadership & Development

• Workload Management: Partner with the Manager to establish strategic priorities, organize daily operations, and effectively delegate workload across the team.

• Performance Coaching: Lead weekly team check-ins and initiate monthly/quarterly 1:1 meetings to review individual work performance and foster professional growth.

• Training & Onboarding: Provide comprehensive training for new staff during onboarding, and deliver ongoing, ad hoc refresher training for existing team members to ensure technical proficiency.

• Escalation & Support: Empower team members by providing procedural support, assisting with task prioritization, and serving as the primary point of contact for level-one escalations.

Technology, Scanning & Workflow Solutions

• Digital Transformation: Coordinate and optimize both physical and digital workflows with internal departments, utilizing modern workflow solutions and scanning technologies.

• System Management: Perform ongoing system testing for mailroom software and scanning hardware to maintain a technology-forward infrastructure.

• Data & Reporting: Review system-generated reports to monitor workflow efficiency, ensure strict turnaround timelines are met, and prevent bottlenecks.

Quality Assurance & Administration

• Quality Control: Perform routine spot checks on incoming items to ensure accurate receipt documentation, and audit team output to validate strict adherence to established Policies and Procedures (P&Ps).

• Financial Administration: Audit and review departmental billing and invoices prior to submitting them to the Finance department.

• Vendor & Inventory Management: Control and maintain accurate inventory for postage, courier, and shipping supplies.

• Record Keeping: Maintain meticulous, accurate records of all urgent business mail and courier deliveries.

• Stakeholder Communication: Respond to routine inquiries, direct complex questions to the appropriate departments, and liaise with internal/external stakeholders to resolve operational deficiencies.

• Operational Support: Act as an operational backup to the Manager, assisting with other duties and projects as assigned. (Note: Flexibility for occasional overtime is required).

Must Have(s):

• High school diploma, or equivalent experience

• Leadership: Minimum 2 years proven experience in team leadership, coaching, or a supervisory role.

• Industry Experience: Minimum of 1 year of experience in a corporate, commercial, or securities industry environment is highly preferred.

• Technical Proficiency: Excellent working knowledge of the Microsoft Office Suite (Word, Excel), Google Workspace (Gmail/Google Docs), and database management software.

• Tech-Forward Mindset: Familiarity with modern document scanning hardware, digital routing, and workflow automation solutions.

Nice to Have:

• Previous experience working in Proxy or Transfer Agent environments, an asset

• Previous experience with mailroom, an asset

• Bilingual in English/French, an asset

• Canadian Securities Course, an asset

Salary Range: 60,000/year - 65,000/year CAD

Please note that the salary range included is a guideline only. The salary offered may vary based on factors, including, but not limited to, the successful candidate’s relevant knowledge, skills, and experience.

The recruiting efforts for this role are intended to fill a vacant position.

For this role AI-assisted tools are utilised as one input in the application and screening process. AI does not make final hiring or interview decisions.

In the market for…

Excitement - Explore emerging technology and innovation, as well as ventures and digital finance that shape the future of global markets! Experience the movement of the market while grounded in the stability of close to 200 years of success.

Connection - With site hubs in some of the world’s most multicultural cities, we leverage our size and structure to create rich connections and belonging while experiencing powerful global impact through our work.

Impact - More than a platform, we use our talents to power mission-critical systems that drive global economic advancement, innovation, and growth. As well, our employee-led Team Impact spreads social good via our giving strategy.

Wellness - From empathetic leadership to a culture of flexibility and balance, we believe wellness at work creates the maximum yield and a stronger “we”. Plus, with a cloud-first and hybrid workstyle, as well as generous time-off and leaves, we support a life well lived!

Growth - From a growth mindset in our work, to expansion in our business, TMX is home to action-takers energized by the achievement of ambitious growth.

Ready to enrich your career with impactful work, leaders who truly care, and the flexibility and programs to help you thrive as part of #TeamTMX ? Apply now.

Please note that our company is not currently sponsoring work permit applications and the applicant must be authorized to work in the country where this position is located.

TMX is committed to creating and sustaining a collegial work environment in which all individuals are treated with dignity and respect and one which reflects the diversity of the community in which we operate. We provide accommodations for applicants and employees who require it