Assistant Manager, Corporate Administration
Estera
Hong Kong
12小时前
  • Manages the operating activities in respect of the provision of corporate administrative services to local and international client companies in a timely and efficient manner;
  • 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

  • Identifies and makes recommendations to the Manager, Corporate Administration to improve quality of services and to maintain or enhance the efficiency and profitability of the Department
  • Ensure that established controls and corporate standards, policies, practices and procedures are employed and reviewed with objective of providing corporate administrative services of the highest standard and quality to all clients
  • Participate in the promotion and development of the business of the Department when the opportunities arise
  • 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

  • Provides full range of corporate administrative services to a portfolio of clients so assigned and allocated
  • 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 :

  • Chartered Secretary qualification; or Membership in the Institute of Chartered Secretaries and Administrators
  • 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

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