Senior Company Secretarial Administrator

1 week ago

Southampton, Southampton, United Kingdom DMJ Recruitment Full time

Reputed professional services firm is looking to hire their first Senior Administrator to be based out of their Southampton offices.

Working alongside a team based in London to deliver a comprehensive first-class administrative service to a varied portfolio of Real Estate and Corporate clients in line with the defined business activities.

To maintain and enhance client relationships on own portfolio. To supervise and develop junior team members. All tasks to be carried out efficiently and effectively, in accordance with company procedures.

Key Result Areas

  • Provide excellent levels of client service in line with company standards, procedures and guidelines
  • Maintain and update client documentation accurately
  • Take responsibility for own personal development, in line with agreed annual performance objectives
  • Level 4 International Finance and Administration Qualification (IFA) or Certificate in Offshore Finance and Administration (COFA)
  • Level 5 International Finance and Administration Qualification (IFA) or Diploma in Offshore Finance and Administration (DOFA)
  • Sound academic background + An undergraduate or Masters degree + A Graduate or Associate member of the Chartered Governance Institute + A willingness to study for a professional qualification such as:
  • CGI Advanced Certificate in Corporate Governance
  • CGI Foundation Programme
  • CGI Chartered Governance Qualifying Programme Experience
  • 4 years relevant industry administration experience with at least 3 years' experience in running own portfolio, preferably administering full service corporate clients
  • Experience of supporting and coaching others on a one-to-one basis Knowledge
  • Working knowledge of Microsoft Office
  • An understanding of the local finance industry and regulatory requirements in which we operate, such as Companies Act 2006 Good company secretarial skills in areas such as statutory file maintenance, board meetings, minute writing, capital management, distributions and Companies House filings
  • Understanding company structures and governance
  • Basic understanding of client financial statements Skills and Abilities Well-developed communication skills - written and verbal English
  • High levels of accuracy, with good attention to detail
  • Good time management
  • Can manages conflicting and demanding deadlines
  • Accepts responsibility and takes ownership of tasks
  • Ability to delegate and coach
  • Effective questioning style
Key Responsibilities

Your role may include, but will not be limited to, the following tasks which we call 'Defined Business Activities'.

The list of defined business activities is not exhaustive and may be amended from time to time:
Timesheet

  • Daily input of time on timesheet Supervision
  • Supervise more junior members of staff
  • Delegate tasks in own portfolio to more junior members of staff
  • Coach more junior members of staff in respect of client day to day activities and company procedures
  • Monitor the workflow of more junior staff
  • Coach more junior staff in relation to time management and prioritising skills Organisation
  • Smooth running of portfolio, working remotely in Southampton alongside London based team
  • Monitor, organise and prioritise own workload for discussion at team meetings
  • Deal with matters in a timely manner and communicating if deadlines cannot be met
  • Support the team to monitor, organise and prioritise workloads
  • Ensure all client deliverables are met in line with expected deadlines Correspondence
  • Day to day correspondence for own clients, sending complex item s for review by senior staff
  • Delegate more basic correspondence to junior staff for your review, escalating complex item s to senior members of staff, if required
  • Delegation of couriers, cover letters and basic letters to more junior staff Administration
  • Independently lead the administration of a varied portfolio of clients, acting as client contact day to day
  • Assist senior staff with ad hoc matters
  • Ensure accurate preparation of regulatory documentation
  • Liaising with intermediaries such as auditors, lawyers, HMRC and Companies House
  • Assist with the review of financial statements for own portfolio
  • Onboarding of clients and CDD requests for trigger events
  • Periodic review of clients and clearing related action points
  • Act as a company 'C' authorised signatory Governance
  • Working knowledge of Companies House, the Companies Act 2006 and related Company Secretarial procedures
  • Maintenance of annual governance calendar to track all client deadlines
  • Maintenance of up to date statutory books and registers within system s and client files
  • Enter and maintain client information on Diligent
  • Oversee the board meeting preparation process, attending and supporting the team at board meetings
  • Take notes or draft the minutes of routine and complex transactional board meetings
  • Ensure prompt completion of post meeting actions and signing
  • Ensure team maintain minute and ratification schedules
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