Assistant Administrator - Fund Services

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 Job

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

Main Responsibilities

• 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 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, under supervision, for being the immediate point of contact on allocated cases.
• 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 the Manager/Director prior to processing.
• Ensure that database records and statutory records are maintained and updated.
• 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 undertake 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 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.
• To escalate any issues/risks arising promptly to the Manager/Directors where appropriate.
• To ensure a basic awareness and understanding of local Regulatory requirements.
• To carry out any function/activity reasonably required by the Manager, Management Team or Directors from time to time.