Corporate and Funds - Senior Administrator

Job description

Role summary:

Sanne are seeking a forward thinking, articulate, self-motivated and self-reliant individual within its Corporate Services business in London. Sanne provides a range of fund administration, corporate secretarial services, entity & fund 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 a Senior 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 essential that the applicant has company secretarial or prior fund administration knowledge and experience to discharge the functions effectively and although financial services experience is preferable, it is not a pre-requisite. The successful candidate will report to an assistant manager/manager and the role will cover team management obligations to support and develop a growing team with a focus on the highest quality customer service.

Key responsibilities:

  • Be responsible for a varied and fast-paced client portfolio including all aspects of fund administration & company secretarial matters;
  • Build and evidence detailed understanding of client portfolios, entity specific requirements and applicable statutory regulations/requirements;
  • Assisting with new client take on, on boarding of new business or AML / KYC refresh projects and annual reviews of all clients within portfolio demonstrating a sound understanding of the incoming business;
  • Preparation of customer specific procedures in relation to the governance and reporting requirements for specific client structures;
  • Organising board meetings to include drafting agendas, collating reports for inclusion in the board packs for board meetings, managing the online portal used for maintaining client records;
  • Attending and leading client board meetings and preparing accurate minutes thereafter within deadlines agreed with clients;
  • Serving as a point of contact for client interaction by handling queries and leading conference calls;
  • Assisting with general corporate compliance including preparation/review of statutory returns for filing with the Companies Registry and maintenance of corporate records;
  • Assist with the transaction management process for transactions such as share issuances or buy backs, corporate group restructuring or refinancing series issuances and structured finance;
  • Work directly with the direct team to ensure the planning, coordination and completion of all regulatory obligations and administration requirements within strict deadlines for the portfolio of entities, including (where applicable): stock exchange listing requirements, overseas filing requirements; UK filing requirements, and working with the accounting team to ensure client reporting deadlines are met including the audit obligations;
  • Cash management, processing of payments, managing scheduled client payment runs and reviewing payments for more junior team members;
  • 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. Ensuring a high quality standard of email responses to all investor related queries and be confident dealing with queries over the phone;
  • Ensure daily task monitoring is undertaken for both yourself and your direct junior team members;
  • Ensure annual reviews, compliance and risk reviews and client due diligence reviews are undertaken for all clients within the team portfolio;
  • Ensure accurate and timely timesheet completion for yourself and the administrators on your team;
  • Responsibility for all financial aspects of the client relationships, including: monitoring of WIP; billing process, monitoring/chasing the timely settlement of invoices;
  • Performing other duties as necessary to support the client team including attending client meetings, new business pitches and input into new business proposals;
  • Act as primary point of contact with clients and intermediaries such as lawyers, auditors, bankers and investment managers as required;
  • Establish, build and maintain strong relationships and networks with both internal, cross jurisdictional and external contacts;
  • Build key relationships with clients, ensuring the team respond swiftly to client requests and manage client expectations;
  • Co-ordinate with the team and wider teams during team meetings so that client responsibilities are managed effectively and to agreed client, best practice, regulatory and statutory deadlines;
  • Supervise and mentor a small number of administrators who would typically be studying towards professional qualifications and oversee and review team adherence to internal policies, controls and systems, including meeting any internal deadlines;
  • General participation in the achievement of the service deliverables with a positive and willing attitude.


Skills / experience:

  • Part qualified ICSA or equivalent;
  • Minimum 4+ years’ company secretarial experience, preferably in the financial services industry;
  • Ideally have funds/trust and or company administration, or related, experience;
  • Working knowledge of UK Company law specifically relating to the obligations of UK companies and the Company Secretary’s role;
  • Ability to communicate effectively with all levels within the business in a clear and articulate manner and an understanding of continual improvement processes;
  • Ability and motivation to assimilate new skills particularly willing to learn key company secretarial and governance competencies;
  • Excellent communication, written management and organisation skills as well as being confident in presenting;
  • Strong IT and numerical skills, especially with using Excel;
  • Ability to prioritise and manage several tasks in conjunction with oversight and management of delegated tasks to junior team members;
  • 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;
  • Ability to motivate and influence a team;
  • Analytical thinking and attention to detail;
  • Resilient under pressure;
  • Flexible thinking and ability to adapt to change; 
  • Excellent interpersonal skills are required to develop close working relationships with colleagues and clients.