Assistant Administrator (Fund Services)

Purpose of the job 

To provide support and assistance to a team of administrators and managers in the provision of professional administration and company secretarial services to a variety of entities for which Ocorian provides services to and at all times comply with the Policies and Procedures of Ocorian. 

Main responsibilities 

• To provide assistance to the administrators and managers in the administration of companies and funds which hold assets. To ensure all activities fall within the guidelines/stipulations of the statutory or governing documents and within the timeline deliverables. 
• To undertake scanning and copying for client files. 
• When required to assit with preparing basic minutes and other meeting documents. 
• To arrange payments of invoices and other payments. 
• To take responsibility under supervision for being the immediate point of contact on allocated cases. 
• To ensure that client database records are input correctly (including any statutory registers or other records) and updated when circumstances change. 
• 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 attendance notes of any telephone communication and circulate to relevant members of staff. 
• 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 Line Manager/Director prior to processing.
• 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 assist in the process of undertaking 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 Line Manager/Directors where appropriate. 
• To ensure a basic awareness and understanding of local Regulatory requirements. 
• To carry out any function/activity reasonably required by Line Manager Management Team or Directors from time to time. 

Qualifications :

• Educated to A level or degree standard. 
• The post holder should be willing to work towards a professional qualification. 

Knowledge skills and experience 

• Strong IT skills. 
• No funds/corporate/trust experience necessary. Previous office experience would be an advantage. 
• Strong communication skills (written and spoken English). 

Competencies  

• Good interpersonal skills are required to develop close working relationships with colleagues and clients. 
• Flexibility energy and enthusiasm. 
• A solution driven attitude to problems. 
• Strong organisational skills and the ability to work methodologically and accurately. 
• Team spirit. 

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. 

Remote Work :

No

Employment Type :

Full-time