Our client is looking for a Client Administration Manager.

Key Responsibilities

The candidate will be responsible for the below:

A.   Client Relationship and liaison with Third Party

§  Reporting of KPI.

§  Participation in board sub committees.

§  Preparation of board report.

§  Overview of all ad hoc projects .

§  Act as director on clients’ entities.

§  To ensure that all tasks are attended within the time frame.

§  To ensure that all targets as set out in KPI (income monitoring, file reviews, debtors management, CDD remedial on legacy, documentation remedial on transactions and tasks following file reviews) are being attended.

§  Liaison and coordination of work amongst different departments.

§  Weekly inter department meetings.

§  Weekly reporting on projects.

§  To ensure and monitor that tasks attached to take on email are being attended.

§  Overseeing a portfolio of companies and trusts whilst maintaining and developing relationships with clients and third parties ensuring that all business is conducted in accordance with the internal policies and procedures and the rules, guidelines and expectations of the local regulators.

§  Maintain first class business relationship with clients and introducers.

§  Ensure good and mutual understanding of the Clients’ objectives and engagement at the beginning and throughout the relationship.

§  Be proactive with technical issues when dealing with clients’ matters;

§  Respond to all client communications within 24 hours including holding email or telephone call as appropriate. 

§  Preparation for and attendance at client meetings when required.

§  To oversee and provide sign off for any terminations and transfer outs within 3 months or less depending on regulatory requirements and to ensure that any issues are brought to the attention of the Board. 

§  Be responsible for a team of administrators and provide necessary support and guidance over clients’ matters.

§  Liaison with the Regulator – FSC/ROC/MRA.

§  Be appointed as Group A signatory for the company after probation.

B.  Compliance with local and international Regulations and Risk Management 

§  Ensure compliance with local and international laws, rules and regulations as applicable. 

§  Ensure that any complaints, compliance and risk issues are handled or escalated as appropriate 

§  Ensure that client due diligence is obtained within 1 month or earlier of becoming non-compliant and ensuring that any issues are brought to the attention of the Board within the same period. 

§  Ensure that ongoing maintenance of client statutory records and all relevant supporting documentation and information for updating statutory records and parties are held on file. 

§  Ensure that all the necessary statutory filings with the relevant authorities, regulator and/or registered agent (as applicable) for clients are done.

C.   File Reviews 

§  Ensure that any missing documents or information are obtained within 1 month of the entity file review plus completion of tasks as they become due on the company system (and as otherwise required) and the review and control incomplete tasks until such are complete. 

D.  Debt Collection 

§  Oversee the collection of any outstanding fees due to the company within 1 month and any issues are brought to the attention of the Board within 1 month.  

E.   Regulatory and Risk  

§  Review of Risk Assessment for all client entities which also includes but is not limited to:

1.      Drafting of structure chart 

2.     Country Identification Summary

F.   Overall Responsibilities  

§  To maintain the highest standards of confidentiality as detailed in the employment agreement. 

§  Working in line with the company’s policies and procedures and ensuring consistency in service and standards. 

§  Maintain an awareness of jurisdictional statutory changes that could affect your client portfolio. 

§  To assist with any ad hoc assignments as required. 

§  Compliance with internal policies and procedures as may be amended from time to time. 

§  Remaining abreast of changes to the relevant financial, legal and regulatory framework within which the company operates. 

G.  Line Management Functions

§   Provide guidance, support and encourage team members.

§   Arranging annual performance appraisals including any follow up meetings.

§   Provide technical support and training to team members.

Qualifications and Experience

Degree level with at least 8 years of experience.