Corporate and Fund Administrator

Job description

Role summary:

Sanne are seeking a forward thinking, articulate, self-motivated and self-reliant individual within its Corporate Services & Fund Administration business in London to fill a permanent role as an Administrator. Sanne provides a range of fund administration, corporate secretarial services, entity & fund management administration, tax compliance, directorship services and general administration services mainly to investment funds and corporate vehicles.

Our clients include a number of leading financial institutions operating out of the UK. We act for institutional fund managers, global alternative asset managers and corporates and excellent client service delivery is at our core. You can expect to be servicing capital market debt funds, private equity structures and a wide range of global real estate assets, such as commercial offices, retail and leisure, industrial and logistics, hotels, residential, development, student accommodation and care homes. This will be across a variety of structures comprising of limited partnerships, LLPs, trusts, special purpose vehicle administration and stock exchange listed companies.

It is preferable if the applicant has had company secretarial or prior fund administration knowledge and experience and although financial services experience is preferable, it is not a pre-requisite. The successful candidate will report to a senior administrator and the role will cover team management obligations supervising and training junior administrators to support and develop a growing team with a focus on the highest quality customer service.


Key responsibilities:

  • To administer a varied client portfolio covering all aspects of administration & company secretarial matters;
  • To deal with incoming correspondence in a timely manner and to undertake scanning and copying for client files;
  • Assistance with the implementation of customer specific procedures in relation to the governance and reporting requirements for your allocated client structures;
  • Assisting with new client take on, on boarding of new business or AML / KYC refresh projects and annual reviews of all clients within portfolio;
  • Organising board meetings to include drafting agendas, collating reports for inclusion in board packs and managing the online portal used for maintaining client records. Including attending client board meetings and preparing accurate minutes thereafter within deadlines agreed with clients;
  • Assisting with general corporate compliance including preparation of statutory returns for filing with the Companies Registry and maintenance of corporate records and demonstrating the ability understand entity specific requirements and the applicable statutory regulations and necessary requirements;
  • To ensure that client database records are accurate and all times (including any statutory registers or other records) and update when circumstances change;
  • Assist with transaction management processes for transactions such as share issuances or buy backs, corporate group restructuring or refinancing series issuances, structured finance and listed debt structures;
  • Assist the accountants in respect of the planning and coordination of audits;
  • Producing a high quality standard of email responses to all investor related queries and be confident dealing with queries over the phone;
  • Running a distribution process. Processing trades such as subscriptions, redemptions, and transfers. To include assisting with the preparation of distribution/drawdown/equalization notices and always ensuring that all trades are captured within the internal systems and platforms;
  • Cash management, processing of payments in line with internal processes, including preparing bank statement reconciliations and cash flows;
  • Arranging signing of documentation;
  • Maintaining a diary task list and ensure tasks are cleared on a timely basis as well as preparing forms and following processes with the guidance of checklists and written instructions;
  • Reviewing and maintaining regular responses on busy email inbox’s;
  • Ensuring proactive daily task monitoring is demonstrated;
  • Ensuring accurate and daily timesheet completion;
  • Managing the billing process of your portfolio, including monitoring/chasing the timely settlement of invoice;
  • Acting as point of contact with clients and intermediaries such as lawyers, auditors, bankers and investment managers as required;
  • Building key relationships with clients, ensuring at all times client requests are responded to in a timely manager and positive management of client expectations;
  • Liaising and building strong working relationships with other operational areas within the business as well as external business parties on matters relating to day to day operations;
  • Adherence to internal policies, controls and systems, including meeting any internal deadlines;
  • General participation with administrative tasks to the wider team and to meet the service deliverables with a positive and willing attitude.

Requirements

Skills / experience:

  • Educated to A level or degree standard (or equivalent);
  • Educated to a minimum level of maths GCSE (or equivalent);
  • Studying or looking to start studying towards a professional qualification such as CGI (formerly ICSA);
  • Ideally have funds/trust and or company administration, or related, experience;
  • Experience of working with online banking systems is an advantage;
  • Good technical knowledge with an understanding of company secretarial practices and general awareness of regulations impacting UK companies, obligations of UK companies and the Company Secretary’s role;
  • Ability and motivation to assimilate new skills particularly willing to learn key company secretarial and governance competencies;
  • Strong IT and numerical skills, especially with using Excel;
  • Excellent communication, written management and organisation skills;
  • Ability to prioritise and manage several tasks;
  • Ability to work as part of a team with strong team oriented attributes as well as ability to work on own initiative;
  • Ambitious, motivated and driven;
  • Analytical thinking and good attention to detail;
  • Resilience under pressure;
  • Flexible thinking and ability to adapt to change;
  • Excellent interpersonal skills are required to develop close working relationships with colleagues and clients;
  • Maintain client documents with integrity and confidentiality.