Senior Company and Trust Administrator

Our client is a well-respected independent fiduciary services provider, long established on the island and with a strong reputation for professionalism. Their Fiduciary team have identified the requirement for a further Senior Company and Trust Administrator to join them.

As Senior Company and Trust Administrator here you will:

• Administer a portfolio of client entities to a high professional standard and exercise specified signatory powers on designated client entities.
• Work with and generally cooperate with all members of your team and with the other departments within the organisation to ensure that all client requests are dealt with in a timely and professional manner.
• Supervise the team's Company Administrator's workload and provide general support and assistance to the Client Portfolio Manager.
• Respond to existing client enquiries and provide quotes for specific work requested as and when required.
• Respond to new client enquiries in the absence of the New Business Assistant or when deemed appropriate to do so.
• Develop and maintain awareness of due diligence requirements and anti-money laundering provisions within the organisation and ensure proper compliance with the same.
• Submit applications to the Companies Registry or request agent to apply for name approval and reserve names, as appropriate, in all jurisdictions.
• Arrange the incorporation of companies in all jurisdictions and the establishment of trusts and attend to structuring of incorporated companies and trusts for designated clients including preparation of all documentation required internally and externally.
• Liase with the Business Development Team regarding the ongoing administration of companies and trusts sold to new clients.
• Receive, review and sign off the New Company Checklist following preparation of the transfer documents and ensure that all ongoing/pending matters are diarised and/or dealt with accordingly.
• Prepare and/or obtain Powers of Attorney, Certificates of Good Standing, Certificates of Incumbency, certified and/or legalised documents, additional resolutions and any other documentation requested by clients.
• Attend to the preparation and filing of Annual Returns and the preparation of AGM minutes for relevant jurisdictions where the business provides company secretarial services or on a client's specific request.
• Monitor and remind clients of deadlines for the filing of Annual Returns and the payment of taxes in all jurisdictions to ensure that penalties are not unnecessarily incurred by either the business or its clients.
• Attend to alterations to company structure including the appointment and resignation of officers, allotment and transfer of shares, issue of share certificates, changes of company names, alteration of share capital and/or Memorandum and Articles of Association.
• Attend to the preparation and filing of all related documentation and liaise with clients, agents and Companies' Registries as necessary.
• Correspond with trust protectors to ensure the correct management of trusts, attending to distributions from trust funds and review and consideration of transactions.
• Consider investment opportunities and liaise with brokers/investment managers to facilitate trades, consideration of beneficiary loan requests and attending to payments.
• Review trust instruments and powers to ensure that breaches of trust do not occur.
• Prepare supplemental deeds, liaising with advocates for trust advice and with tax advisors.
• Reconcile trust bank accounts in accordance with the Rule Book and the trustees' direction and attend to the termination of trusts.
• Ensure that bookkeeping records are maintained or annual accounts prepared for both companies and trusts as appropriate under company policy.
• Open bank accounts as required and, where the company provides directors and signatories, ensure that the accounts are operated and instructions dealt with efficiently.
• Act as a 'B' signatory on client company/trust bank accounts and ensure they are operated in accordance with company policy.
• Keep cash sheets on all company controlled accounts where appropriate and ensure that all bank account details are entered on ViewPoint.
• Act as signatory on in-house companies providing corporate officer, secretary, trustee and nominee services in accordance with company policy.
• Review all contracts and agreements for signature and provide a summary of its content to the signing director(s) or trustee.
• Prepare appropriate minutes or resolutions of the authority of the directors or trustee in respect of the same.
• Open files for correspondence, statutory documents, bank related items and clients as necessary. Ensure the good order of such files and open new files when old files become full and cumbersome.
• Follow the correct procedure and arrange for the proper closure and archiving of files as necessary.
• Arrange company searches in any offshore jurisdiction for existing clients.
• Prepare normal invoices for any special or fixed fees agreed with clients. Alternatively, ensure that the correct amounts of time, fixed fees and disbursements are entered onto the ViewPoint systems for later invoicing by the Invoicing Clerk. Prepare credit notes where an error has been made or new fees have been negotiated with the client.
• Ensure that all records are kept up to date for all clients and companies on both the ViewPoint Administrator and ViewPoint Billing systems.
• Maintain awareness of the organisation's general systems and procedures on an ongoing basis.
• Develop and maintain knowledge of the company's corporate products, services and fees offered to clients.

The ideal candidate for the role of Senior Company and Trust Administrator will have:

• 4 - 5 years' administration experience in the local TCSP / CSP sector.
• Be qualified or working toward a professional qualification.
• Have experience managing a team and working collaboratively across different disciplines including compliance, company secretarial, and accounting.