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
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