Operations assistant Jobs in Markham, ON

About the Opportunity

Advisor Commissions & Payments

• Assist in the end-to-end processing of advisor commission calculations and payouts across multiple entities
• Review and validate commission data inputs, ensuring completeness and accuracy prior to payment processing
• Support the investigation and resolution of commission discrepancies and reconciling items
• Liaise with Operations and Accounting teams to ensure commission-related accounts are reconciled and cleared on a timely basis

Advisor Support & Inquiries

• Respond to advisor inquiries related to commissions, adjustments, and payment issues in a timely and professional manner
• Communicate clearly with advisors regarding transaction corrections, deposit issues, and impacts to commission payments
• Maintain strong working relationships with internal stakeholders and advisors to facilitate issue resolution

Sales Tax Administration

• Validate advisor sales tax registration details (e.g., GST/HST numbers) for accuracy and compliance
• Assist in onboarding advisors for sales tax payments and ensure proper system setup
• Support the calculation, tracking, and reconciliation of sales tax on commission payments
• Assist with remittance processes and maintain supporting documentation for audit purposes

Controls, Reconciliations & Reporting

• Perform regular reconciliations related to commission payments, trust accounts, and accounts payable activities
• Support the monitoring and execution of internal controls, ensuring adherence to established policies and procedures
• Identify process gaps, control weaknesses, or inefficiencies and escalate to management
• Maintain process documentation and contribute to the continuous improvement of workflows

Regulatory & Audit Support

• Assist with regulatory reporting requirements, including T4A preparation and other filings as applicable
• Provide support during internal and external audits by preparing documentation and responding to auditor requests
• Ensure compliance with industry regulations and internal control standards

Projects & Ad Hoc Analysis

• Assist in developing and maintaining management reporting (e.g., sales trends, AUA, commission analysis)
• Perform ad hoc analysis and reporting as required by the FinOps Manager or Supervisor

Accounts Payable Review & Oversight

• Supervising and supporting the AP team, including training, performance monitoring, and workload management;
• Reviewing journal entries related to vendor invoices and employee expense reimbursements for accuracy, authenticity, and compliance with company policies;
• Ensuring accurate recording of expenses, purchases, and reimbursement claims to appropriate accounts and cost centers;
• Providing coverage for AP staff during absences, vacations or during peak times;

About You

• Post-secondary education
• 5 years of experience in similar functions in the securities brokerage industry
• Proven supervisory experience and ability to coach team members
• Strong interpersonal and communication skills
• Pro-active, self-starter, tenacious; ability to follow through on emerging issues
• Ability to multi-task in a fast-paced environment and work as a team member
• Excellent problem-solving & decision-making skills
• Advanced MS Excel skills, including knowledge of macro’s, pivot tables, and other emerging data management functionality
• Strong time management skills
• Detail oriented, logical, analytical thinker, solid reconciliation skills
• Self-starter with the ability to work independently and collaboratively within a team
• Knowledge of Dataphile an asset

Pay Range
$30 - $35 / hour

How to Apply
Click the “Apply Now” button and follow the instructions to submit your resume. Please know that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote # 483325

This position for employment is for a current vacancy with Vaco/Highspring’s client. You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com.

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada: Based on Highspring’s discussions with its Client, Highspring’s understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring’s use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client’s use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual’s skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.