Assistant Administrator - Fund Administration

Purpose of the Job

Provide administration and company secretarial services to a portfolio of client entities under the supervision of the Assistant Manager and / or Manager and in strict adherence to the policies and procedures of the company.

Main responsibilities 

• To provide assistance to the administrators in the administration of funds and other entities. 
• To become familiar with the terms of all relevant Instruments and Agreements relating to the entities under the administration of Ocorian. 
• When required to ensure the tax status of the entities are observed with the timely completion of tax returns and the payment of any notified tax liability. 
• To deal with incoming correspondence expeditiously. Reference should be made to the relevant supervisor where the demands of the correspondence exceed capabilities. 
• To prepare detailed attendance notes of any telephone communication and circulate to relevant members of staff. 
• When required to prepare minutes and other meeting documents. 
• To take responsibility under supervision for being the immediate point of contact on allocated cases. 
• To assist with the overseeing of the maintenance of the accounting records and preparation of annual accounts where this forms part of the services provided by Ocorian where appropriate through effective liaison with the Client Accounting Solutions team. 
• To assist with the billing process reviewing billing proformas/draft invoices where appropriate at established frequencies and to discuss these with the Manager/Director prior to processing. 
• Ensure that database records and statutory records are maintained and updated. 
• To monitor the aged debt position of matters under administration and to liaise with the Accounts Department and Directors to ensure that a tight control is maintained over the value and length of aged debts. 
• When required to undertake periodic reviews of clients matters in accordance with the timetable set by the Director. 
• To ensure that during periods of absence from the office the relevant manager and colleagues are informed and fully briefed of any anticipated client related matters which may arise during the period of the event that colleagues are absent from the office to undertake administration of matters allocated to colleagues as required to ensure the needs of the client are met. 
• To escalate any issues/risks arising promptly to the Manager/Directors where appropriate. 
• To ensure a basic awareness and understanding of local Regulatory requirements. 
• To carry out any function/activity reasonably required by the Manager Management Team or Directors from time to time. 

• Achieve objectives set by Managers during the appraisal process.
• Record time accurately and within deadline
• Professional manner demonstrating good interpersonal skills and ability to respond to the client needs
• Demonstrate a willingness to get involved in team events.

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Qualifications :

• University degree in Administration Law and Accounting or any other relevant field; and

Knowledge Skills and Experience

• At ease with the use of technology necessary for conducting board meetings.
• Able to use independently the internal booking facilities when organising meetings.
• Microsoft Office Proficiency (Intermediate level).
• Having a minimum of 1 year of working experience.

Competencies

• Excellent interpersonal skills and the ability to communicate effectively with clients and colleagues at all levels. 
• Flexibility energy and enthusiasm. 
• Ability to work under pressure and meet deadlines. 
• A solution driven attitude to problems. 
• Ability to work using own initiative and make decisions within corporate policies. 
• Good organisational skills and the ability to work methodically and accurately. 
• Team spirited. 
• Ability to coach junior officers.
• Positive attitude

Additional Information :

All staff are expected to embody our core values that underpin everything that we do and that reflect the skills and behaviours we all need to be successful.  These are:

• We are CLIENT CENTRIC Clients are at the centre of our world and were committed to providing expertise and specialist solutions to meet their most complex challenges.
• We are AMBITIOUS We aim high. We think and act globally seizing every opportunity to delight our clients and support our colleagues - wherever in the world they may be.
• We are AGILE We act on our initiative to get things done for our clients. Our independence gives us the flexibility and freedom to keep things simple efficient and effective.
• We are COLLABORATIVE With a curious mindset we ask the right questions to get to the right solution for our clients faster. We collaborate to win together and share our successes.
• We are ETHICAL  We behave with integrity at all times and assume positive intent building trust through responsible actions and honest relationships.
  Equal Opportunities for Everyone

Please let us know if theres anything we can do to make the process easier for you. You can reach us at .

Were an equal opportunity employer. All applicants will be considered for employment without attention to age ethnicity religion sex sexual orientation gender identity family or parental status national origin or veteran neurodiversity or disability status.