Senior Fund Administrator

Vistra - New Jersey3.9

Full-timeEstimated: $62,000 - $92,000 a year
Job description
To oversee all aspects of the administration of a portfolio of funds and corporate clients ensuring that clients receive an efficient and professional service, including client relationship management, dealing with subscriptions, redemptions, preparing minutes and, in conjunction with the responsible accountant, bookkeeping and accounting for the client structure.

Key responsibilities
Client Administration

Administering all aspects of a portfolio of funds and corporate clients
Responsible for the efficient day to day management of all client affairs in accordance with the terms of the appointment including the maintenance of all relevant Fund/Trust/Company records within the portfolio
Ensure the delivery of a quality service for all clients assigned in line with local Vistra Client Service Standards and responding promptly and proactively to client or investor queries, keeping other members of the client handling team advised of progress
Developing close professional relationships, being attentive to client needs and concerns and maintaining client and investor confidentiality
Attendance at client meetings with Director / Manager
Cultivating professional relationships with professional advisers and service providers to enable the possibility of further referrals of business
Maintain effective control over priority work flows and create timely diary reminders and ensure task lists are maintained and up to date
Preparation of and attendance at board meetings, preparation of minutes and resolutions, maintenance of meeting and action point logs and ensuring action points are dealt with promptly
Providing day to day support to team members, immediate manager and the Directors when necessary
Preparing and signing routine correspondence (including emails) in accordance with Vistra Policies and Procedures
Assist file Manager/Director in providing relevant information to clients and/or advisers as required
Liaising with clients’ and advisors on a regular basis by telephone, email or directly at meetings
Providing cover for other members of the team and providing handover notes for the team to ensure client work is covered and deadlines are met during periods of absence
Risk Management

Being familiar with local laws, AML legislation, regulations and relevant codes of practice
In liaison with the Manager/Director, ensure all clients within the portfolio remain compliant with local and international legislation at all times
In liaison with the Compliance Team and Manager ,respond to annual and periodic file reviews within prescribed timescales, as per Vistra policy, and timely follow up of all action points following file reviews
Reporting complaints, operational risks, suspicions etc. in accordance with local procedures
Developing an awareness and ability to alert potential risk issues for both clients and Vistra
Responding promptly to risk review queries/action points
Effective liaison with the Compliance and Company Secretarial teams
Corporate Governance

Uphold Vistra’s values by promoting a culture of professionalism, teamwork and leadership
Have a broad understanding of Vistra’s Vision and the direction in which the Group is heading
Understand how individual role contributes to Vistra’s Vision
Demonstrate knowledge of local Vistra policies and procedures as they change from time to time
Financial Management

Complete timesheet accurately and promptly
Demonstrate awareness and understanding of fee proposals/letters of engagement to ensure accurate time recording of team members and production of accurate invoices
Help to meet the financial targets of the division (set as part of the annual budget process and notified to the individual)
Monitor work in progress, produce timely bills, minimise deficits, collect cash promptly and minimise bad debts
Constantly strive to minimise the cost of delivery whilst always ensuring that the service provided meets Vistra’s professional standards
People Management

Utilisation of more junior administrators by effective prioritisation and delegation
Guide junior administrators on more complex client matters
Support the Manager with the development and coaching of team members, providing on the job training and assistance as required
Bring to the attention of Managers any internal/external training and development requirements of junior team members
Contribute to the overall effectiveness of the team and promote good working relationships throughout the office
Play an active part in team meetings
Personal Development

Attend seminars and workshops to enhance professional and technical knowledge
Identify areas to improve own knowledge and skills and actively seek assistance
Constantly review and, where necessary, re-prioritise own activities
Maintain evidence of continuing professional development, adhering to the JFSC requirement in relation to CPD activity per annum. No more than five hours of recorded CPD should be accounted for time spent reading professional and industry publications

Qualifications and other requirements
Knowledge / Skills Requirements

Funds, Trust and Company Law and administration - understands the principles of the various fund structures available, to include legal structure such as unit trust and limited partnerships
Corporate secretarial - general understanding of corporate secretarial duties and minute taking
Relationship Management - is able to develop strong relationships with clients and intermediaries
Teamwork - prioritising, delegating and coaching of more junior members of the team with the day to day workload of the team, inspiring others through won actions and behaviour
Risk awareness - able to recognise and respond to risk situations and stays up to date with appropriate legislation and professional standards
Commercial awareness - has a broad knowledge of the market in which Vistra operates
Financial awareness - understands the principles of managing financial assets and cash management requirements
IT Literacy - uses Vistra IT systems and other appropriate software packages effectively
Communication - demonstrates good listening and questioning skills and has strong spoken and written communication, including the ability to take accurate minutes
Attributes - motivated and driven with excellent problem solving skills
Professional Qualifications and Minimum Relevant Experience

The holder of this position should be educated, as a minimum, to ‘A’ level standard or equivalent and hold or be studying for a professional qualification (ICSA, ACCA etc.). The post holder should have a minimum of five years’ experience in fund administration.
Minimum Category C qualification under local legislation, holding a Table 5 Qualification.