Administrator | Corporate Services

Purpose of the Job 

To provide high-quality administrative and entity management support to a defined portfolio of diverse clients, whilst contributing to the success of the team. The role focuses on the accurate, timely, and compliant administration of trusts, companies and related structures in accordance with statutory and regulatory requirements, internal policies, and agreed client service standards. 

The Administrator shall work closely with their Manager, collaborate with colleagues across the Client Care teams and internal functions to ensure consistent, reliable client service and overall success of the team.  

This role is supported within a structure framework of procedures, templates, systems, guidance, and management support. Training, guidance and supervision will be provided, and individuals are encouraged to ask questions and escalate matters when unsure. Accurate recording of time and activities on the time recording system forms an essential part of the role, supporting transparency, billing processes, and workload planning. 

Main Responsibilities  

• Administration of a portfolio of trusts, companies, and other entities to ensure activities fall within the guidelines of statutory documentation;  
• Acting as day-to-day point of contact for client relationships; 
• Maintaining accurate data within core systems with updates being made when circumstances change and upholding AML / KYC documentation; 
• Deal with incoming client, intermediary, bank and advisor correspondence expeditiously; 
• Observe tax status of entities to ensure timely completion of tax returns and the payment of any notified tax liability;  
• When required, prepare detailed minutes and other statutory documents or clear communications with the Client Excellence Team for preparation of standard suite of documents, where required;  
• Preparing online and written payment instructions;  
• Oversee the maintenance of the accounting records and preparation of the financial statements, where this forms part of a service provided by Ocorian through effective communication with the Client Accounts Team; 
• Manage the billing process, reviewing billing summaries and draft invoices at established frequencies to check these with Manager prior to processing;  
• Monitor the aged debt position of matter under administration and liaising with Credit Control Team to ensure tight control is maintained over the value and length of aged debts;  
• Ensuring periodic review of client matters is undertaken in accordance with local requirements for statutory compliance;  
• Mentor and support training of more junior members of staff with supervision and guidance from Manager;  
• Participating in project work that drives the continuous improvement of the team’s working practices;  
• During relevant absence periods, keeping Manager and team fully briefed of any anticipated client matters that may arise during the period of absence to ensure seamless service provided to clients. In the event of absence of colleagues, undertaking any administrative tasks to ensure clients needs are met within required timelines;  
• Awareness of local regulatory requirements and identifying when escalation is needed; and 
• Such other duties as may be required to assist the Manager from time to time and contribution to the overall success of the team.  

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