Officer 3, Corporate Administration

Job Description

JOB DESCRIPTION: OFFICER, FUNDS & ASSET MANAGERS (FAM)

Office: Hyderabad, India - supporting Jersey FAM Business

Department: FAM                             

Role overview

• Perform a wide variety of fund administration tasks accurately and in a timely manner to support the Company’s ever-growing and diversified international client base.
• Work collaboratively with and assist Team Members with the day-to-day administration of their client portfolios in accordance with the Group’s policies and procedures.

Tasks (what does the role do on a day-to-day basis)

Banking:

• Assisting with opening bank accounts as required on behalf of clients by completing relevant forms and collating information required by the relevant bank
• Process payments in respect of clients using various banking platforms, ensuring that all procedures are carefully followed
• Ongoing monitoring of bank accounts to ensure that activity is in line with expectations
• Transaction monitoring, including daily monitoring of bank accounts for capital call and distributions and maintenance of related trackers
• Completion of all relevant checklists

Customer Due Diligence (CDD):

• Build and maintain a working knowledge of what CDD information is required in order to comply with local regulatory standards
• Have an awareness of when updated CDD information is required and ensure that up to date CDD is maintained on all allocated clients by obtaining required information from clients and competing relevant internal check lists

Client Transactions:

• Client transactional activity will vary depending on the specific client but will generally include drawing down funds from investors / shareholders, distributing monies to investor / shareholders, purchase and sale of assets / investments and bank borrowing. The role requires you to provide administrative support in respect of client transactions including:
  • Completing relevant checklists
  • Collating required CDD
  • Reviewing transactional documents to ensure they are in line with expected activity ahead of arranging for signature from directors
  • Recording transactions on relevant internal systems and archiving transaction documents and minutes on the document management system
  • Instructing searches on counterparties and investigating the results shared by the screening team

Company Secretarial:

• Preparing the relevant checklists for the registers to be updated & associated regulatory updates are made
•  Preparation of minutes and resolutions which record decisions made by directors in respect of transactional activity
• Administrative support in respect of quarterly client board meetings including:
  • Collating and distributing relevant papers required for the board meeting
  • Attending the board meeting and taking minutes of the meeting
  • Distribution of material as required following the meeting

Client Onboarding

• Preparing forms for presentation at relevant client acceptance committee including the documentation of the proposed client structure
• Collation of required CDD

Statutory Records

• Where statutory records require updating, ensure that internal records are updated on relevant systems and that any required external filing is prepared

Team KPI

• Each team is required to deliver on various internal KPIs aligned to achieving our strategic goals. KPIs cover various aspects of the business including:
  • Billing
  • Time recording
  • Cash collection
  • Completion of client reviews / risk reviews, and investigating and resolving review action points arising from reviews completed by operations teams and compliance
  • Obtaining outstanding CDD
  • Meeting statutory deadlines
  • Financial KPIs
• The role requires that you assist the team with:
  • Completing any tasks assigned to you which help demonstrate compliance with the KPI
  • Collation and recording of information to demonstrate compliance with the KPI

General

• Display commitment to deliver excellent client service, operational effectiveness and efficiencies in all assigned tasks
• Develop a working knowledge of the Company’s policies and procedures in order that you can ensure that they are being followed and complied with and, in case of non-compliance, take responsibility to inform the relevant Manager or the Risk and Compliance Team in a timely manner
• Grow and develop a good understanding of the following:
  • industry best practice in relation to company and fund administration
  • relevant laws relating to company and fund administration in Jersey
  • laws of other related Jurisdictions in relation to fund and corporate structures
• Work proactively and collaboratively with all Team Members on all assigned client administration tasks in line with our Group Values with the objective of exceeding client expectations
• Identify and develop technical knowledge and communication requirements to a level appropriate to the role
• Take ownership for maintaining Continual Professional Development as required for the role and/or for existing professional qualifications or regulatory requirements
• Invite feedback and continuously look to improve performance
• Pro-actively acquire knowledge of business activities, products and services
• Deliver clear and accurate client correspondence and ensure agreed turnaround times are met
• Performing printing, copying and scanning tasks as required 
• Maintain proper and orderly client records
• Maintain a high awareness of risk factors and perform necessary tasks to address such risks (including escalating risks and exercising judgement as to when manager help is needed)
• Provide timely responses to compliance queries and highlight any risk issues that arise
• Demonstrate an awareness of legal responsibilities and the need to report suspicious transactions/complaints with an ability to guide others
• Organisation of time (including working outside of usual business hours in exceptional circumstances) to ensure that client expectations are met

Key competencies for position and level

• Communicates Effectively – Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences
• Customer Focus – Building strong customer relationships and delivering customer-centric solutions
• Action Orientated – Taking on new opportunities and tough challenges with a sense of urgency, high energy and enthusiasm
• Being Resilient – Rebounding from setbacks and adversity when facing difficult situations

Key behaviours we expect to see

In addition to demonstrating our Group Values (Authentic, Bold, and Collaborative), the role holder will be expected to demonstrate they are:

• Organised with the ability to prioritise and multitask in fast paced environment
• Able to work under pressure and within tight deadlines to meet the Teams, Service Lines and Clients expectations
• Analytical with strong numeracy skills and able to demonstrate accuracy and attention to detail
• Strong verbal and written communicators
• Resilient and adaptable to change
• Reliable, self-motivated, proactive and able to use own initiative
• Enthusiastic, approachable and a collaborative team player