EMPLOYMENT TYPE: Permanent
DEPARTMENT: Private Client
DIVISION: Private Client Services
WORKPLACE STRUCTURE: Hybrid
ROLE OVERVIEW
PURPOSE OF JOB
The role holder will be required to administer a client portfolio, under the supervision of a Line Manager. They should be able to demonstrate a clear understanding of the client's portfolio, including risk awareness, relationship management and contractual and statutory obligations.
MAIN RESPONSIBILITIES AND DUTIES
- Manage a portfolio of corporate entities, ensuring all administrative and statutory obligations are met accurately and on time
- Maintain statutory records, corporate files, minute books, and entity registers in accordance with applicable legal and regulatory requirements.
- Coordinate regulatory and statutory filings, annual renewals, and related submissions with the relevant authorities across applicable jurisdictions.
- Support entity lifecycle events, including incorporations, registrations, changes to officers or shareholders, restructurings, transfers, and terminations.
- Act as a key contact for clients and intermediaries, responding to corporate secretarial, governance, and administrative queries in a timely and professional manner.
- Manage client onboarding, transfer-in, and periodic review processes, ensuring compliance with internal policies and applicable due diligence and regulatory requirements.
- Coordinate offboarding activities, including entity closures, liquidations, deregistrations, and transfers out, ensuring completion of all related administrative, compliance, and billing matters.
- Prepare board and shareholder meeting materials, including agendas, resolutions, minutes, and action point follow-up, and attend meetings where required.
- Monitor ongoing compliance obligations for managed entities and escalate issues or risks where appropriate.
- Review and approve workflows, payments, invoices, and related administrative processes in line with internal controls and delegated authority levels.
- Support billing, recoverability, and financial administration for the portfolio, including time recording, WIP monitoring, and follow-up on outstanding matters where required.
- Provide guidance, mentoring, and day-to-day support to junior team members to promote consistent service delivery and development.
- Assist with training, process improvement initiatives, and special projects to enhance operational efficiency and client service.
- Liaise with internal stakeholders, including compliance, finance, and technology teams, to support effective delivery of services.
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