Senior GEM Administrator

Job Description

<strong>We never ask for payment as part of our selection process, and we always contact candidates via our corporate accounts and platforms. If you are approached for payment, this is likely to be fraudulent. Please check to see whether the role you are interested in is posted here, on our website.<br><br></strong>TMF Fund Services is an independent alternative fund administrator with over two decades of experience in providing an extensive range of services, coupled with a very personal approach. We combine our technology, expertise and global infrastructure to deliver a customized package of services to our clients. These include: Fund Accounting, Investor Services, Portfolio &amp; Managed Account Services, Depositary and Corporate Services.<br><br><strong>Purpose<br><br></strong>The Senior GEM Administrator is primarily responsible for providing support to clients and TMF Officers &amp; Directors. As a Senior GEM Administrator, you will be expected to guide clients, Client Liaison Officers and administrators on the day-to-day management of their entities and active structures which require company secretarial and/or corporate governance oversight.<br><br><strong><u>Key Responsibilities<br><br></u></strong>Under the supervision and guidance of the Manager, the Senior GEM Administrator is primarily responsible for ensuring the effective and efficient delivery of TMF’s company and trust administration services including:<br><br><strong>Client liaison and relationship management<br></strong><ul><li>Build and maintain strong relationships with all clients and their key members of staff;</li><li>Communicate, both internally and externally, on all related company and trust matters and build and enhance relationships with both existing and new client base;</li><li>Respond to related client enquiries within agreed upon time frames and quality and compliance standards;</li><li>Be a primary point of contact for clients and various third parties entity management;</li><li>Arrange for signature and timely return of documents received from clients;</li><li>Liaise with clients to schedule meetings and resolve diary conflicts as required;</li><li>Telephone management and co-ordination of conference calls; and</li><li>Channelling of communication to appropriate destinations.<br></li></ul><strong>Service delivery<br></strong><ul><li>Ensure that new clients have been on-boarded effectively and in line with internal policies; and that all outstanding matters is resolved timeously;</li><li>In conjunction with the Manager, define the entity management service delivery standards and provide the required support to all directors and officers in the execution thereof;</li><li>Plan the annual service delivery for the allocated client portfolio;</li><li>Execute and/or ensure that all deliverables are delivered timeously and according to agreed quality standards monthly;</li><li>Define, implement and maintain record keeping processes relating to client information;</li><li>Identify service delivery issues, requirements or areas of underperformance and take the necessary action to resolve; and</li><li>Provide input on how to improve service levels.<br></li></ul><strong><u>Company Administration<br></u></strong><ul><li>Incorporate in-house shelf companies and maintain a suitable stock;</li><li>Co-ordinate, file take over &amp; system set-up of externally registered shelf company(ies);</li><li>Identify and ensure compliance with the latest company legislation applicable to client entities and ensure adherence to best Corporate Governance practices;</li><li>Co-ordinate all meetings including but not limited to the AGM’s, Board meetings, Audit Committee meetings, Social and Ethics Committee meetings, etc., as required;</li><li>Prepare board packs, including attendance register, agenda, etc., as required;</li><li>Prepare and circulate minutes of meetings where required;</li><li>Co-ordinate and review externally drafted minutes, resolutions, transaction documents, board packs, etc. and ensure timely distribution;</li><li>Attend to the drafting of board and shareholder resolutions as required;</li><li>Submit, communicate and monitor all required QFC/MoCI documentations, including, but not limited to, annual returns and company changes;</li><li>Upkeep and maintain company statutory records, both electronic and hardcopy (where required);</li><li>Prepare and facilitate company secretarial audits;</li><li>Prepare register of all client transaction documents and maintain appropriate and complete electronic file(s);</li><li>Report on the status of tax and Annual Financial Statement filings;</li><li>Create (if required) and maintain client company letterheads; and</li><li>Draft client requests and/or formal letters on client letterhead as required.<br></li></ul><strong> Trust administration <br></strong><ul><li>Co-ordinate the registration process of Trust Deeds with QFC;</li><li>Co-ordination of trustee meetings, including trustee packs and minutes;</li><li>Where required, compile trustee packs;</li><li>Draft the necessary resolutions;</li><li>Upkeep and maintain trust statutory records, both electronic and hardcopy;</li><li>Prepare and facilitate external audits;</li><li>Report on the status of tax and Annual Financial Statement filings;</li><li>Co-ordinate and review externally drafted minutes, resolutions, transaction documents, trustee packs etc. and ensure timely distribution;</li><li>Create (if required) and maintain trust letterheads; and</li><li>Draft client requests and/or formal letters on trust letterhead as required.<br></li></ul><strong>Portfolio Administration<br></strong><ul><li>Onboard new clients timeously;</li><li>Collate client data to assist in the generation of system client files;</li><li>Create, maintain and update client records, both physical and electronic, in an orderly and comprehensive manner. This will include the upkeep and maintenance of all systems, including, but not limited to, MS DAX, Citrix, View Point, Virtual Board Room, Enate and relevant authority portals; and</li><li>Define and maintain standard company approved resolutions and review and update bi-annually.<br></li></ul><strong> Compliance <br></strong><ul><li>Create and maintain director disclosures for all appointed directors and officers;</li><li>Complete and maintain the annual KYC process for the allocated client portfolio, in line with TMF Group processes and procedures; and</li><li>Keep abreast of company and related legislation and the impact there-of on client entities.<br></li></ul><strong> Billing <br></strong><ul><li>Understand the allocated client portfolio billing requirements, maintain billing information and ensure timely billing (including adhoc expenses); and</li><li>Facilitate client collections and assist with the resolution of any billing queries.<br></li></ul><strong> Internal audit (“health checks”) <br></strong><ul><li>Prepare and perform annual internal audits on allocated client portfolio’s including, systems profiles, company secretarial files and registers, client network folder, etc.<br></li></ul><strong> Reporting <br></strong><ul><li>Complete and maintain clients onboarding checklists;</li><li>Provide input into the service deliverable status report(s) on a quarterly or more regular basis as required; and</li><li>Prepare adhoc operational and/or client reports as required.<br></li></ul><strong> General <br></strong><ul><li>Assist with the drafting of processes and procedures for the department as required;</li><li>Assist with sales proposals and CRM review;</li><li>Assist in the management of ad hoc projects;</li><li>Perform any reasonable assignment requested by management.<br></li></ul><strong>Key competencies<br></strong><ul><li>Committed to delivering exceptional client service and support;</li><li>Organised, logical and thorough in the execution of their function;</li><li>Deadline oriented person with the ability to work under pressure;</li><li>Ability to multitask and prioritize effectively;</li><li>Excellent time management, attention to detail and high level of accuracy;</li><li>Excellent communication skills with the ability to build good working relations at all levels;</li><li>Ability to work effectively and collaboratively in teams;</li><li>Trustworthy, considerate, and live the TMF values; and</li><li>Articulate and professionally presented at all times.<br></li></ul><strong><u>Key Knowledge And Experience<br></u></strong><ul><li>A legal or compliance background would be preferred;</li><li>Relevant knowledge of the Commercial Companies Law 2005, QFC Regulations, Qatar Taxation Law and Trust Act would be advantageous;</li><li>Minimum of 4 years’ experience in company and trust administration and/or compliance – preferably to institutional clients;</li><li>General procedural, MoCI/QFC and compliance knowledge;</li><li>Relevant operational procedures knowledge; and</li><li>Competence in MS Word, PowerPoint, Excel and Outlook.<br></li></ul><strong><u>What’s In It For You<br></u></strong><ul><li>An exciting opportunity in an international company</li><li>Professional development opportunities as well as extensive individual further training opportunities, supported by our TMF Business Academy</li><li>A career within an ever evolving market</li><li>Flat hierarchies with direct contact to management and international exchange</li><li>Want to know more about a career with TMF Group? Watch this video:</li></ul>