Senior Company and Trust Administrator

Client Relationship and liaison with Third party

·       Administrating a portfolio of legal entities and arrangements, including but not limited to companies and trusts, whilst maintaining and developing relationships with clients and third parties ensuring that all business is conducted in accordance with the internal policies and procedures and the rules, guidelines and expectations of local and relevant foreign regulators.

·       Maintain first class business relationship with clients, introducers/ intermediaries and third parties.

·       Preparation for and attendance at client meetings when required.

·       Liaison with investment advisors, asset managers, bankers and other third parties regarding client affairs as necessary.

·       Ensure mutual understanding of the clients’ expectations and commitments at the outset and throughout the relationship.

·       Ensure that the clients are serviced in such a manner that client complaints are minimal if not non-existent.

·       Respond with the help of the administrators to all client/ third party communications within 24 hours including holding email or telephone call, as appropriate. Preparation for and attendance of client meetings, including board meetings, when required

Compliance with local and international Regulations and Risk Management 

·       Ensure compliance with local and international laws, rules and regulations as applicable. 

·       Ensure that any complaints, compliance and risk issues are handled or escalated, as appropriate.

·       Providing assistance for the FATCA/CRS reporting and ensuring that any supporting documents (including but not limited to country identification summaries, structure charts and business plans) relating to the FATCA/ CRS obligations of the company and/ or its client entities are drafted and updated and provided to the relevant internal team handling FATCA/ CRS obligations within the applicable timeframes and ensuring that any issues in the document collection are brought to the attention of the admin manager and Client Executive as soon as practicable. 

·       Assisting with the income monitoring function and required supporting documents such as resolution, agreement and liaising with the Client Executives to obtain any due diligence or supporting documents relating to the incoming monitoring obligations of the company and/ or its client entities are obtained and handed to the relevant internal team handling incoming monitoring obligations within the applicable timeframes. Any issues in the document collection are brought to the attention of the admin manager as soon as practicable.

·       Review of entity files and updating of relevant documents as and when they fall due.

·       Completing any outstanding task identified during review.

File Review

·       Timely Completion of all tasks raised as they become due, in line with the applicable timeframes to be set either manually or via the company CRM/ ERP system and the monitoring, review and control of all tasks until completion

·       Working with the Client Executive to collect outstanding/ outdated or required due diligence and supporting documents or information from clients and third parties are obtained within the timeframe set.

Debt collection

·       Assist with collecting any outstanding fees due to the company within 1 month from the date of issue of an invoice and ensuring that any issues in collection of fees are brought to the attention of the direct reporting line/ Directors within 1 month from the date of issue of an invoice.

·       Attend with the Client Executive the weekly or ad-hoc meetings with the finance team and any other relevant teams to monitor and plan for collection of any outstanding fees due to the company and for monitoring of the level of debtors for the allocated client portfolio.

·       Assist with the settlement of any outstanding invoices due to or raised by external parties, including but not limited to company registry, regulatory authorities, registered agents, appointed auditors or legal advisors.

Banking

·       Ensure that all outgoing payment requests received from clients/ authorised parties are duly and fully processed within the applicable timeframes in line with the company’s payment policies and procedures, as amended from time to time, and to keep clients/ authorised parties informed of the progress of all outgoing payment requests.

·       Handling call backs on payments with both the client and the bank whenever the Client Executive is unavailable or where the administrator relationship with the client is already well established.

Regulatory and Risk 

·       Perform screening using Screening Application.

·       To complete any terminations and transfer outs within 3 months or less depending on regulatory requirements and to ensure that any issues are brought to the attention of the Client Executive/Manager/Director.

·       Completion of termination / transfer out checklist including termination pack to be filed within deadline.

·       Prepare Client Risk Assessment (if required) for client entities which also includes but is not limited to:

·       Drafting of structure chart

·       Drafting of Country Identification Summary

·       Beneficial owner/settlor summary of wealth 

·       Assessing assets to be transferred/settled to the clients’ entities and ensuring full accounting records are obtained where necessary.

·       Drafting of letters of wishes, trust deeds and constitutional documents for client entities as applicable.  

Overall Responsibilities 

§  To maintain the highest standards of confidentiality as detailed in the employment agreement and any other legislations, policies, procedures or guidelines governing data privacy and confidentiality. 

§  Working in line with the company policies and procedures, including contributing to the development of its’ procedures, and ensuring consistency in service and standards. 

§  Maintain an awareness of jurisdictional statutory changes that could impact your client portfolio or your designated duties and tasks. 

§  Remaining abreast of changes to the relevant financial, legal and regulatory framework within which the company operates.

§  Compliance with  internal policies and procedures as may be amended from time to time. 

§  To assist with any ad hoc assignments and projects as required. 

§  In all aspects of your role, display and promote our core values of leadership, integrity, innovation, value and development.     

§  Helping to enforce a can-do culture and instilling motivation within the team, leading by example in both attitude and performance.

§  Maintain and build good working relationships with colleagues, clients and service providers.

§  Assist with any ad hoc assignments as required.

§  Abide with the employee handbook detailing professional conduct.