Corporate Records Systems Administrator

HOURS:       8AM TO 4:30PM


Responsible to the Corporate Records Manager for systems administration of the Dealer equity and Dealer information databases and all respective supporting processes for various functions of the Corporate Records Department.

Delegating, supporting and assisting other members within the department to ensure tasks assigned are completed accurately, efficiently and professionally.

Maintenance of Dealer equity and information databases and supporting processes including issue and redemption of shares and notes, calculation and processing of interest and principal payments. 

Balancing of monthly Dealer equity reports to the General Ledger, update Dealer listings and reports, update and maintain Oracle screens including issuing of store numbers, name and addresses, required fields, and various corporate records. 

Maintenance of Promissory Note Investment information, calculation and processing of interest and principal payments.

Administration and assistance with preparation of mailings as required to the Board of Directors, mailings as required to the Shareholders and required attendance and assistance at the Shareholder meetings.

Month-end and year-end responsibilities including: balancing, calculation and processing of interest and principal payments, preparation of cheques, posting of Shares and Notes on Dealer equity database, preparation of year-end share cap files and correspondence.

Annual preparation of T4A’s and T5’s including input of file format to print and mail T4A’s and T-5’s and preparation and submission of file format as required by government prior to deadline.

Receiving cheques, preparing deposits and proper reporting of funds.

Answer Dealer and Staff questions, confidentially.

Other duties as assigned.


Secondary school diploma or equivalent, with post-secondary courses in business.

Three to five years of office and business experience.

Advanced working knowledge of Microsoft Word, Excel, Access, PowerPoint and Outlook, Oracle and Discoverer.

Utmost accuracy, confidentiality and strong math skills.

Ability to prioritize and react to changing situations in a busy, fast-paced, deadline driven environment.

Excellent organizational skills, phone manner and communication skills.

Ability and willingness to work extra hours, as required.