Senior Administrator – Private Client

ROLE OVERVIEW

PURPOSE OF JOB

The role holder will be required to administer a client portfolio, under the supervision of a Line Manager. They should be able to demonstrate a clear understanding of the client’s portfolio, including risk awareness, relationship management and contractual and statutory obligations.

MAIN RESPONSIBILITIES AND DUTIES

• Manage a portfolio of corporate entities, ensuring all administrative and statutory obligations are met accurately and on time
• Maintain statutory records, corporate files, minute books, and entity registers in accordance with applicable legal and regulatory requirements.
• Coordinate regulatory and statutory filings, annual renewals, and related submissions with the relevant authorities across applicable jurisdictions.
• Support entity lifecycle events, including incorporations, registrations, changes to officers or shareholders, restructurings, transfers, and terminations.
• Act as a key contact for clients and intermediaries, responding to corporate secretarial, governance, and administrative queries in a timely and professional manner.
• Manage client onboarding, transfer-in, and periodic review processes, ensuring compliance with internal policies and applicable due diligence and regulatory requirements.
• Coordinate offboarding activities, including entity closures, liquidations, deregistrations, and transfers out, ensuring completion of all related administrative, compliance, and billing matters.
• Prepare board and shareholder meeting materials, including agendas, resolutions, minutes, and action point follow-up, and attend meetings where required.
• Monitor ongoing compliance obligations for managed entities and escalate issues or risks where appropriate.
• Review and approve workflows, payments, invoices, and related administrative processes in line with internal controls and delegated authority levels.
• Support billing, recoverability, and financial administration for the portfolio, including time recording, WIP monitoring, and follow-up on outstanding matters where required.
• Provide guidance, mentoring, and day-to-day support to junior team members to promote consistent service delivery and development.
• Assist with training, process improvement initiatives, and special projects to enhance operational efficiency and client service.
• Liaise with internal stakeholders, including compliance, finance, and technology teams, to support effective delivery of services.