Client Services Coordinator

6 days ago

Saint Helier, United Kingdom Ocorian Full time
Job Description

Job Summary: We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team at Ocorian. As a key member of our fund administration team, you will provide critical support to our fund administrators, ensuring the smooth operation of our services.

Main Responsibilities:

  • Assist Fund Administrators: Provide administrative support to our fund administrators, ensuring the timely completion of tasks and the maintenance of accurate records.
  • Instrument and Agreement Familiarity: Develop a thorough understanding of the terms and conditions of all relevant instruments and agreements related to the entities under our administration.
  • Tax Compliance: Ensure the timely completion of tax returns and the payment of any notified tax liability, as required.
  • Correspondence Management: Handle incoming correspondence efficiently, referring complex matters to relevant supervisors as needed.
  • Communication and Documentation: Prepare detailed attendance notes of telephone communications and circulate them to relevant team members, as well as prepare minutes and meeting documents as required.
  • Case Management: Take responsibility, under supervision, for being the immediate point of contact on allocated cases.
  • Accounting and Billing: Assist with the maintenance of accounting records, preparation of annual accounts, and the billing process, including reviewing billing proformas and discussing them with the Manager/Director prior to processing.
  • Database and Record Management: Ensure the accurate and up-to-date maintenance of database records and statutory records.
  • Aged Debt Management: Monitor the aged debt position of matters under administration and liaise with the Accounts Department and Directors to maintain tight control over the value and length of aged debts.
  • Client Reviews: Participate in periodic reviews of clients' matters, as scheduled by the Director.
  • Risk and Issue Escalation: Escalate any issues or risks arising promptly to the Manager/Directors, as appropriate.
  • Regulatory Awareness: Maintain a basic awareness and understanding of local regulatory requirements.
  • Additional Responsibilities: Perform any other functions or activities reasonably required by the Manager, Management Team, or Directors from time to time.

Qualifications:

  • Educational Requirements: Educated to A level or degree standard.
  • Professional Development: Willing to work towards a professional qualification.

Knowledge, Skills, and Experience:

  • IT Skills: Strong IT skills.
  • Office Experience: No funds/trust experience necessary, but previous office experience would be an advantage.
  • Communication Skills: Good communication skills, including written and spoken English.

Competencies:

  • Interpersonal Skills: Good interpersonal skills to develop close working relationships with colleagues and clients.
  • Flexibility and Energy: Flexibility, energy, and enthusiasm.
  • Problem-Solving: A solution-driven attitude to problems.
  • Organizational Skills: Good organizational skills and the ability to work methodically and accurately.
  • Teamwork: Team spirit.

Core Values:

  • Client Centricity: We are committed to providing expertise and specialist solutions to meet our clients' most complex challenges.
  • Ambition: We aim high, thinking and acting globally to delight our clients and support our colleagues.
  • Agility: We act on our initiative to get things done for our clients, keeping things simple, efficient, and effective.
  • Collaboration: We collaborate to win together and share our successes, asking the right questions to get to the right solution for our clients faster.
  • Ethics: We behave with integrity at all times, assuming positive intent and building trust through responsible actions and honest relationships.

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