provides administrative support to the Manager, Corporate Administration in the operation and administration of the corporate administration department (the Department).
To provide leadership, direction and support to the team in relation to the provision of corporate administrative services to local and international client companies in a timely and efficient manner.
PRINCIPAL DUTIES AND RESPONSIBILITIES :
Carries out administrative tasks and special projects as assigned by the Manager, Corporate Administration
In particular, be responsible for the following :
Ensure that personnel assigned to jobs and matters are sufficiently skilled or properly trained
Monitors the allocation of work in the Department and makes recommendations to deal with the demands on the Department
Ensure that essential guidelines and established rules for administering companies are adhered to by the corporate administrators and other team members in the performance of their work
Provides procedural advice and technical support to corporate administrators if necessary
Identifies problem companies / clients / matters and makes recommendation to the Manager, Corporate Administration to resolve them
Assists with the planning and co-coordinating the coverage of portfolios of companies during absences of corporate administrators / corporate administrative assistants for vacation / sickness Assists with the identification of training requirements, arrange in-
house seminars to maintain and improve staff ability and skills required to performance of tasks, recommends seminars, workshops, lunch and learning sessions and work related course in support of the continuing professional development of Corporate Administrators
Assists the Manager with the preparation of various management reports, including but not limited to keeping and maintaining data and information in respect of the clients portfolios, generate regularly list of companies incorporated per month, list of companies transferred out or dissolved, list of PRTA clients, list of referrals to and from Appleby, number of fee quotes sent out per month, master list of companies in the portfolio of each Corporate Administrators and other incidental reports as may be required from time to time.
Recommends to the Manager changes to policies, procedures and controls in relation to the operation of the Department when opportunities for improvement are identified.
Ensure that corporate administration database, fees set up and compliance records are properly kept and maintained by corporate administrators in DMS, ViewPoint and AdEx, that the records are complete and accurate at all times, and that all corporate administration systems are operating smoothly.
Conduct regular review so as to ensure uniformity in practice.
Ensure that all accounts receivables are collected promptly and WIP are billed and cleared on a timely basis
Promotes an atmosphere of cooperation, teamwork and support within the team
Establishes and promotes open two-way communication within the Department to enhance morale, reduce conflict and improve
Maintains harmonious relations with staff through the administration of a policy of fair and equal treatment and job evaluations, and together with the Manager, Corporate Administration, sees that performance reviews are carried out in accordance with established policies
Identifies personnel consistently exhibiting substandard performance or serious breaches of employment, including recruits undergoing probationary training.
Advises the Manager, Corporate Administration accordingly
Deals with all management issues with respect to all the team members in conjunction with the Manager of Corporate Administration and Human Resources Department
Assists with the mentoring of new Corporate Administrators ensuring that they receive a balanced assignment of companies, on the job related training, adequate technical support, supervision and timely performance feedback during the mentoring period
Responsible for the overall performance and quality of work carried out by corporate administration staff
Together with the Manager, Corporate Administration, conducts biennial reviews of all team members on their performance or on an as needed basis to ensure works and services are delivered efficiently and effectively and policies and procedures in relation to the delivery of corporate administrative services are being adhered to.
Conducts interviews at the request the Manager, Corporate Administration and / or the HR Manager in relation to recruiting activities for new Corporate Administrators and other staff in the Department
Ensures that all corporate administration staff are adequately trained in the use of DMS, ViewPoint, AdEx, business in take procedures and client due diligence requirmetns.
Ensure that information and new policies and procedures relevant to the team are communicated in a timely and efficient manner
Any such other activities as may be reasonably required by the role.
KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED :
A minimum of 5 years in management position in offshore fiduciary industry (Bermuda, Cayman and BVI) including in administration of funds company
Excellent client relationship, communication, organizational managerial and interpersonal skills.
Good written and verbal communication skills
Proficient in the use of Microsoft Office suite of application, specifically MS Word and MS Excel and ViewPoint Company Administration application