A company providing business administration services is looking for an Assistant Administrator to provide, deliver and collaborate the skills and knowledge, input and output, systems, processes and procedures re onboarding, reviews, corporate governance & secretarial services delivery and relationship building.

Onboarding, Reviews and Risk Management and Compliance

• Coordinate and take control, ownership, responsibility and accountability of onboarding by ensuring that all required information and documentation are obtained, reviewed and saved in InScope, SharePoint and/or GreatSoft, or any other software or data management system relevant at the time;
• Manage ongoing reviews and background screening of existing clients using InScope, WorldChecks, Google searches, and whatever means necessary as may be required to satisfy the requirements;
• Embed and execute the operational compliance requirements, policies, processes and procedures as it relates to regulatory legislation such as FICA, AML, PEP, FATCA, CRS/OECD, RMCP requirements, and other legislative requirements as may become applicable at any given time;
• Professionally interact with clients and the relevant team members;
• Ensure that all customer queries and/or complaints are dealt with efficiently and timeously and if needed, collaborate and escalate immediately; and
• Responsible for proposing, implementing, maintaining and executing in terms of the relevant, prescribed processes, procedures and controls.

Servicing and Administration

• Monitor and implement regulatory and legislative changes that impact companies, trusts and other client entities;
• Attend to statutory good standing maintenance requirements of companies, trusts and other client entities;
• Diarise and proactively, timeously, completely and accurately deal with annual returns, regulatory submissions and ad-hoc statutory requests;
• Conduct regular reviews to ascertain any changes in risk ratings, good standing of statutory records, accuracy etc.;
• Prepare statutory documentation and ensure changes are adopted, lodged and processed;
• Prepare resolutions or minute extracts as required;
• Assist with company, trust and other client entities registration;
• Assist with the statutory elements (and legalities) of closure of companies, trusts and other client entities;
• Ensure files (be it electronic or paper based) are organised, complete and up to date, according to the prescribed manner; and
• Maintain data, general recordkeeping, courier of documents and safe custody of records.

General

• Demonstrate and daily live the company's values;
• Develop, build and maintain sound relationships with clients and team members;
• Diligently follow processes and procedures, working according to set high quality standards and keeping to required turn-around times, on a daily basis;
• Ensure that all instructions, requests, queries and/or complaints are dealt with effectively, efficiently and timeously, and collaborate and escalate immediately where needed;
• Actively look for opportunities to improve operational efficiencies to improve service and to decrease cost, identify and report on suggested possible process and/or system changes/enhancements to ensure high quality service delivery going forward;
• Provide quality input on opportunities and potential threats/risk identified; and
• Assist with projects in the Corporate Services Team, as and when they arise.

• Qualifications relevant to the duties and responsibilities listed above;
• At least three years current, practical and relevant administration knowledge and experience, preferably within the corporate services sector, with strong support orientated and relationship skills, and
• Demonstrate the ability to speedily gain knowledge and experience re operational legislative and compliance requirements such as FICA, AML, PEP, FATCA and CRS/OECD, etc.

Personal competencies:

• Knowledgeable, information seeking, willing to learn and able to be a quick learner – understanding the importance of knowledge and skills and actively manage own and staff’s development path and plan;
• Attention to detail orientation and consciousness;
• Highly organised, efficient and professional with a sense of urgency and good time management;
• Able to work confidently, independently, proactively, use initiative, be decisive and be able to consistently perform well when under pressure;
• Passionate about high quality client service, with a ‘will do, can do’ attitude – demonstrating a determination and encourage others to achieve excellence in every task, action and or interaction;
• Honest and have integrity of the highest order and respect for the confidentiality of our clients’ and company’s affairs; and
• Good computer skills, with the ability to learn and understand new systems with confidence and have a good knowledge and experience of working on and understanding the Microsoft Office suite (including Excel, Word and Outlook).