Document Administrator

3 weeks ago

London, United Kingdom Apex Group Full time

Document Administrator

Location: London, United Kingdom
Date Posted: Apr 28, 2023

**Description**

**Role summary**

Apex wishes to recruit a forward thinking, articulate and self-reliant individual within its Corporate Services & Fund Administration business in London to assist with document management, administrative and secretarial services.

**Key responsibilities**
- To assist with the document management of a varied client portfolio; To deal with incoming post and digital correspondence in a timely manner and to undertake sorting, scanning and saving, printing and copying for client files;
- Arranging signing of documentation, both in person and electronically via e-signature and document signing software;
- Organising and archiving documents and maintaining files and records with integrity and confidentiality;
- Complying with requirements of customer specific procedures in relation to document management and reporting requirements for specific client structures;
- Support team with preparation of board packs to include drafting agendas, collating reports and managing the online portal used for maintaining client records;
- Attending client and internal meetings and taking notes and preparing accurate summaries thereafter;
- Assisting with general corporate compliance including preparation of statutory returns for filing with the Companies Registry and maintenance of corporate records;
- To ensure that client database records are accurate at all times (including any statutory registers or other records) and update when circumstances change.
- General assistance with administrative tasks in support of the wider team and to meet the service deliverables, with a positive and willing attitude;
- Ensuring proactive daily task monitoring is demonstrated;
- Ensuring accurate and daily timesheet completion;
- Building key relationships across the wider team and ensuring all communication is handled in a positive and efficient manner; Adherence to internal policies, controls and systems, including meeting any internal deadlines.

**Requirements**:
**Skills / experience required**
- Educated to A level or degree standard
- At least 1 year administration, document management, secretarial or messenger experience, ideally having spent time working in a professional services firm such as a law firm or a bank
- Strong IT and numerical skills
- Excellent communication, written management and organisation skills
- Ability to prioritise and manage several tasks
- Team oriented and ability to work on own initiative
- Enthusiastic, motivated and driven
- Strong attention to detail
- Resilience under pressure
- Flexible thinking and ability to adapt to change
- Excellent interpersonal skills and a positive attitude are required to develop close working relationships with colleagues

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