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Fund Administration Assistant
2 months ago
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, reviewing billing proformas/draft invoices as needed.
- 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 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 (written and spoken English).
Competencies:
- Interpersonal Skills: Good interpersonal skills required to develop close working relationships with colleagues and clients.
- Flexibility and Teamwork: Flexibility, energy, and enthusiasm, with a solution-driven attitude to problems.
- Organizational Skills: Good organizational skills and the ability to work methodically and accurately.
- Team Spirit: Team spirit and a collaborative approach.
