Assistant Administrator - Fund Administration

Fund services | Corporate | Capital markets | Private client | Regulatory & Compliance 

We help clients succeed by unlocking new value through expertise, trust and scale. We deliver solutions that solve complex challenges faced by asset managers, financial institutions, corporates, high net-worth individuals and family offices. 

With a curious mindset, we ask the right questions to get to the right solution, faster. We collaborate to win together, sharing successes and shaping the future of our global business. Our culture of support and recognition provides the tools and opportunities for you to grow, while unlocking the most value for our clients and making your mark with Ocorian. 

Expertise: We deliver specialist, tech-enabled solutions for our clients grounded on deep industry expertise. 

Trust: We’re a trusted partner to over 8,000 clients globally. We are proud to have long-lasting partnerships with our clients. 

Scale: With more than 1,500 colleagues, we operate across 20+ countries, our scale enables us to support our clients globally and locally, providing a seamless client experience across borders and service lines. 

What’s In It For You 

• Competitive salary 
• We are globally hybrid (please check the specifics for this role during interview process)
• Flexible working hours 
• Private Pension Plan fully paid by the company after probation
• Private medical insurance with Catastrophe cover fully paid by the company
• Employee recognition program and spot bonuses

Purpose of the Job

Provide administration and company secretarial services to a portfolio of client entities under the supervision of the Assistant Manager and / or Manager and in strict adherence to the policies and procedures of the company.

Main responsibilities 

• To provide assistance to the administrators in the administration of funds and other entities. 
• To become familiar with the terms of all relevant Instruments and Agreements relating to the entities under the administration of Ocorian. 
• When required, to ensure the tax status of the entities are observed with the timely completion of tax returns and the payment of any notified tax liability. 
• To deal with incoming correspondence expeditiously. Reference should be made to the relevant supervisor where the demands of the correspondence exceed capabilities. 
• To prepare detailed attendance notes of any telephone communication and circulate to relevant members of staff. 
• When required, to prepare minutes and other meeting documents. 
• To take responsibility, under supervision, for being the immediate point of contact on allocated cases. 
• To assist with the overseeing of the maintenance of the accounting records and preparation of annual accounts where this forms part of the services provided by Ocorian, where appropriate, through effective liaison with the Client Accounting Solutions team. 
• To assist with the billing process, reviewing billing proformas/draft invoices where appropriate, at established frequencies and to discuss these with the Manager/Director prior to processing. 
• Ensure that database records and statutory records are maintained and updated. 
• To monitor the aged debt position of matters under administration and to liaise with the Accounts Department and Directors to ensure that a tight control is maintained over the value and length of aged debts. 
• When required, to undertake periodic reviews of clients' matters in accordance with the timetable set by the Director. 
• To ensure that during periods of absence from the office, the relevant manager and colleagues are informed and fully briefed of any anticipated client related matters which may arise during the period of absence. In the event that colleagues are absent from the office to undertake administration of matters allocated to colleagues as required, to ensure the needs of the client are met. 
• To escalate any issues/risks arising promptly to the Manager/Directors where appropriate. 
• To ensure a basic awareness and understanding of local Regulatory requirements. 
• To carry out any function/activity reasonably required by the Manager, Management Team or Directors from time to time. 

• Achieve objectives set by Managers during the appraisal process.
• Record time accurately and within deadline
• Professional manner, demonstrating good interpersonal skills and ability to respond to the client needs
• Demonstrate a willingness to get involved in team events.

#LI-DR1

#LI-Hybrid

• University degree in Administration, Law and Accounting or any other relevant field; and

Knowledge, Skills and Experience

• At ease with the use of technology necessary for conducting board meetings.
• Able to use independently the internal booking facilities when organising meetings.
• Microsoft Office Proficiency (Intermediate level).
• Having a minimum of 1 year of working experience.

Competencies

• Excellent interpersonal skills and the ability to communicate effectively with clients and colleagues at all levels. 
• Flexibility, energy and enthusiasm. 
• Ability to work under pressure and meet deadlines. 
• A solution driven attitude to problems. 
• Ability to work using own initiative and make decisions within corporate policies. 
• Good organisational skills and the ability to work methodically and accurately. 
• Team spirited. 
• Ability to coach junior officers.
• Positive attitude

All staff are expected to embody our core values that underpin everything that we do and that reflect the skills and behaviours we all need to be successful.  These are:

• We are CLIENT CENTRIC – Clients are at the centre of our world, and we’re committed to providing expertise and specialist solutions to meet their most complex challenges.
• We are AMBITIOUS – We aim high. We think and act globally, seizing every opportunity to delight our clients and support our colleagues - wherever in the world they may be.
• We are AGILE – We act on our initiative to get things done for our clients. Our independence gives us the flexibility and freedom to keep things simple, efficient and effective.
• We are COLLABORATIVE – With a curious mindset, we ask the right questions to get to the right solution, for our clients faster. We collaborate to win together and share our successes.
• We are ETHICAL – We behave with integrity at all times and assume positive intent, building trust through responsible actions and honest relationships.
  Equal Opportunities for Everyone

Please let us know if there’s anything we can do to make the process easier for you. You can reach us at [email protected].

We’re an equal opportunity employer. All applicants will be considered for employment without attention to age, ethnicity, religion, sex, sexual orientation, gender identity, family or parental status, national origin, or veteran, neurodiversity or disability status.