Officer 3, Corporate Administration

Job Description

Job Overview

We are seeking a highly organized and detail-oriented Trust Fund Administrator to join our team in Mauritius. The role will primarily focus on supporting the day-to-day administration of client transactions, document management, and other trust-related administrative functions. The ideal candidate will have strong experience in trust administration, excellent communication skills, and a keen eye for detail. This is a key support role within the team, ensuring that all tasks are completed efficiently, accurately, and on time.

Key Responsibilities

Client Transactions Management:

• Prepare Client Transaction Packs: Organize and compile all necessary documents for client distributions (transaction instructions, approval forms, etc.).
• Maintain Distribution Tracker: Regularly update the distribution tracker with relevant details like amounts, payment instructions, and execution dates.
• File Documents: Ensure all transaction-related documents are accurately filed in the relevant client folders.

Document Management:

• Create and Organize Shared Folders: Set up a consistent folder structure for all client documents.
• Upload and Track Documents: Upload client transactions, correspondence, and reports to the internal systems, ensuring all documents are accounted for.
• Data Migration: Review client folders and ensure documents are correctly categorized and migrated online.

Resolutions & Minutes Assistance:

• Prepare Standard Resolutions and Minutes: Draft resolutions and meeting minutes for trust-related decisions, ensuring accuracy and timely filing.
• File Resolutions and Minutes: Upload completed resolutions and minutes and maintain an organized filing system.

Bank Account Setups & Ebanking:

• Assist with New Bank Accounts: Help gather documents and coordinate the opening of new client bank accounts.
• Update 5-Series Database: Ensure new bank account details are accurately recorded in the 5-series system.
• Ebanking Access Setup: Assist with setting up secure Ebanking access for client accounts.

General Administrative Support:

• Regulatory Compliance Assistance: Support FATCA/CRS reporting and ensure timely regulatory filings.
• Client Communication: Draft and upload client communications (e.g., confirmations, updates).
• Audit & Billing Support: Prepare audit packs and invoices, ensuring proper filing.

Task Coordination & Communication:

• Regular Progress Updates: Provide the Zurich team with updates on task status, including any issues or delays.
• Task Prioritization: Work with the Zurich team to prioritize tasks and ensure deadlines are met.