Operations Administrator

Operations Administrator

Location: Toronto, ON – Hybrid – 3 Days

Client: Fitch Ratings

Only Direct Candidates

 Looking for s. 

Skills: Salesforce CRM, Contract Administration, Advanced Microsoft Excel, Client Support & Operations Coordination

Position Summary

The Operations Assistant provides essential day-to-day operational and administrative support to a team of Senior Account Managers, ensuring the seamless execution of corporate client agreements. This role encompasses a broad range of responsibilities including website and enrollment portal configuration, batch enrollment processing, contract set-up and maintenance, CE credit coordination, client support triage, and reporting. The ideal candidate is highly organized, detail-oriented, and eager to develop expertise in corporate account operations within a fast-paced environment.

Key Responsibilities

Websites / Hubs

• Create and configure Dynamic Enrollment URLs in Enterprise Maintenance (EM) for corporate clients
• Set up Authorization Queues (AQ) for agreements where enrollments are invoiced to the firm
• Configure Corporate Portals (CP) for enterprise-wide clients requiring detailed learning progress tracking
• Coordinate with Marketing for Static Enrollment URLs and Learning HUB set-ups requiring complex configurations
• Test and validate all enrollment pages before communicating links to clients and the Sales team

Batch Enrollments

• Process batch enrollments for corporate clients where the agreement specifies this as a registration method
• Carry out batch profile matching prior to each CE Cycle
• Process course enrollments for designated clients (e.g., Scotiabank) via email requests received through the Corporate Customer Support (CSS) mailbox

CSI Corporate Support Mailbox & Salesforce Triage

• Manage and triage Salesforce tickets on behalf of the Senior Account Manager team
• Monitor and respond to day-to-day client inquiries via the CSS mailbox, ensuring responses are provided within one (1) business day

CE Credits

• Lead coordination of the course lineup for CE Cycle courses in collaboration with Sales for corporate clients
• Enter CE credit information in Enterprise Maintenance to ensure the system accurately reflects current details
• Create products for CE Cycle courses (e.g., CIBC CE Cycle 11) in Enterprise Maintenance

Contract Maintenance & Set-Up

• Configure contracts in Enterprise Maintenance (EM), including product lists, pricing, discounts, and organizational alignment
• Create Billing Account Codes (BAC) following CSI terminology standards and submit requests to Finance for PeopleSoft set-up
• Support a variety of invoicing models including prepaid, installment-based, pay-as-you-go, and learner-paid structures
• Manage BAC transitions when replacement agreements are received, coordinating URL downtime with clients to minimize service disruption
• Monitor committed spend utilization and communicate milestones to the Account Manager for timely client outreach
• Coordinate invoicing requirements with Finance, including managing pay-as-you-go and installment billing arrangements

Reporting & Administration

• Review and manage automated monthly reports sent to the CSS mailbox, including billing account statistics, expiring contracts, and enrollment URL reports
• Prepare and deliver quarterly enrollment and spend reports to Account Managers based on client tier and agreement requirements
• Track agreement milestones including mid-term reviews, expiry windows, renewals, and closures
• Maintain organized email records in Outlook following team storage and filing policies

Qualifications

Required

• Bachelor''s degree or equivalent work experience
• 0–2 years of experience in an administrative, operations, or support role
• Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
• Excellent organizational skills with keen attention to detail and data accuracy
• Strong written and verbal communication skills
• Ability to manage multiple tasks and prioritize effectively in a deadline-driven environment
• Professional demeanor with a customer-service-oriented mindset

Preferred

• Experience in financial services, education, professional development, or a related industry
• Familiarity with CRM platforms (e.g., Salesforce) and enterprise management systems
• Experience with billing, invoicing, or contract administration processes
• Basic understanding of account management or client operations workflows

Competencies

• Dependability: Consistently reliable in completing tasks accurately and on time, particularly when managing high-volume, recurring processes
• Attention to Detail: Meticulous in data entry, system configuration,ружand quality checks to prevent client-facing errors
• Adaptability: Willingness to learn new systems and processes and adjust to shifting priorities across multiple accounts
• Team Orientation: Collaborative approach with a strong desire to support the success of Senior Account Managers and the broader team
• Initiative: Proactive in identifying issues, flagging risks, and offering solutions before escalation is required
• Confidentiality: Exercises discretion when handling sensitive client, financial, and company information