Administrator

We are seeking a proactive Administrator to join the Apex Corporate Services team. The successful incumbent will be required to take responsibility for the administration of a client portfolio whilst providing the highest quality of customer service.

The candidate will have direct responsibility for servicing a large portfolio of offshore based clients and will work closely with the management team.

Job specification

Responsibilities include, but are not limited to performing and coordinating a variety of administrative duties and tasks including:

• Be responsible for and working with senior administrator managing a client portfolio including all aspects of administration & company secretarial matters;
• Manage the day-to-day client request and reporting;
• Communicate directly with clients and the manager to answer and resolve queries;
• Assisting with the organising and supervising the execution of the income distribution and ongoing administration process (supported by a payment team);
• Ensure operations like subscription, redemptions and transfers are completed in a timely manner against set SLA monthly deadlines;
• Ensure all email queries are solved promptly and satisfactorily by monitoring client and fund manager emails;
• Ensure that responsibilities are done effectively and to agreed client, best practice, regulatory and statutory deadlines by closely working with senior administrator and managers in the team;
• Work with senior leadership to ensure the planning, coordination and completion of all regulatory obligations and administration requirements within strict deadlines for a portfolio of entities;
• Following customer specific procedures in relation to administration and reporting requirements for each entity;
• Assist the accountants in respect of the planning and coordination of audits and filing of annual statutory financials statements;
• Build detailed understanding of client portfolios, entity specific requirements and applicable statutory regulations/requirements and act as a source of guidance to other team members and to answer client queries;
• Assist with bank account openings and coordinate AML/KYC requests around the entity portfolio when required;
• Be aware and assist with payment transactions for your client portfolio;
• Arrange and attend board meetings, prepare minutes and maintain other appropriate records and logs;
• Prepare and implement customer-specific procedures in relation to the governance and reporting requirements for specific client structures;
• Manage a large client portfolio, including all aspects of administration and company secretarial matter;
• Preparation of documentation for signature;
• Ad-hoc administrative tasks as required.
• Ensure adherence to internal policies, controls and systems, including meeting any internal deadlines;
• Liaise with third parties such as lawyers, auditors, bankers, tax advisors and alternative investment fund managers as required.
• Build key relationships with clients, respond swiftly to client requests and manage client expectations.
  

Skills Required

• Minimum of 1 years of experience in a fund administration role or relevant experience within financial services or law.
• An LLB, BCom, or a relevant business qualification is essential.
• Experience in corporate solutions, fiduciary services, legal work, or in-house company secretarial roles would be advantageous.
• Being an admitted attorney will further strengthen your application.
• A strong academic background in areas such as Chartered Secretary, Corporate Governance, Compliance, or similar fields is also desirable.
• Proficiency in Microsoft Office (word, excel and outlook)
• Knowledge of the regulatory environment relating to fund management (some training will be provided)
• Willing to adapt and learn and work with a team
• Excellent communication skills, both written and verbal
• A basic understanding of AML requirements
• A working knowledge of Company Law and Corporate Governance advantageous
• Excellent organisational skills
• Excellent attention to detail and accuracy
• Ability to obtain data from several sources and interpret accordingly
• Ability to work in a team environment, including with colleagues in other jurisdictions.