Company Description

Fund services | Corporate | Capital markets | Private client | Regulatory & Compliance

We help clients succeed by unlocking new value through expertise, trust and scale. We deliver solutions that solve complex challenges faced by asset managers, financial institutions, corporates, high net-worth individuals and family offices.

With a curious mindset, we ask the right questions to get to the right solution, faster. We collaborate to win together, sharing successes and shaping the future of our global business. Our culture of support and recognition provides the tools and opportunities for you to grow, while unlocking the most value for our clients and making your mark with Ocorian.

• Expertise: We deliver specialist, tech-enabled solutions for our clients grounded on deep industry expertise.
• Trust: We’re a trusted partner to over 8,000 clients globally. We are proud to have long-lasting partnerships with our clients.
• Scale: With more than 1,500 colleagues, we operate across 20+ countries, our scale enables us to support our clients globally and locally, providing a seamless client experience across borders and service lines.

Job Description

Purpose of the Role

To provide professional administration services to a varied portfolio of clients for which Ocorian provides services and at all times to comply with the Policies and Procedures of Ocorian Services Limited.

Main Responsibilities

• To administer a portfolio of entities, to ensure all activities fall within the guidelines/stipulations of the statutory or governing documents.
• To ensure the tax status of entities is 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 if 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 for being the immediate point of contact in client relationships.
• To oversee the monthly or quarterly investor distribution cycle, and ensure distributions are processed in accordance with agreed timetables.
• To oversee 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 manage the billing process, reviewing billing proformas/draft invoices where appropriate, at established frequencies and to discuss these with the Manager/Director prior to processing.
• To ensure that database records are input on formation/establishment (including any statutory registers or other records) and updated when circumstances change.
• 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.
• To undertake periodic reviews of clients' matters in accordance with the timetable set by the Director.
• To mentor and support the training of more junior members of staff with supervision and guidance from the Manager.
• 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 absence. In 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.
• Escalating any issues/risks arising promptly to the manager or Directors where appropriate.
• To ensure an awareness and understanding of local Regulatory requirements.
• Carry out any function/activity required by the Manager, Management Team or Directors from time to time.