Operations

• Collect vote instructions from incoming files/electronic feeds; validate vote details (e.g., account info, share amounts) and enter data into the system
• Flag and investigate discrepancies (e.g., missing records, invalid positions)
• Handle physical mail in votes during peak season (open, timestamp, and enter electronically) to ensure all votes are accurately recorded
• Reconcile total votes with share balances to ensure completeness and accuracy; assist in finalizing tallies for solicitors, corporate issuers, or mutual funds
• Generate reports summarizing voting results for internal stakeholders and clients
• Perform QA checks on manually applied votes to prevent over votes or duplication; maintain clear audit trails of corrections/re votes and support audit requests
• Collaborate with internal teams (e.g., Product/IT, Relationship Management) to resolve data or system issues; answer routine questions from team members and assist with troubleshooting (re sent files, clarifying instructions)
• Maintain accurate vote records in compliance with industry regulations; follow proxy voting best practices for data privacy/confidentiality
• Proactively suggest improvements that enhance efficiency, automation, and data integrity
• Other duties as assigned

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