Senior Administrator, Trust & Corporate

Opera; St Peter Port; On-site; GBP 36,000 - 54,000; Full time

Job summary

Oak delivers private client, corporate and fund administration services across multiple jurisdictions. The role supports the Private Wealth Team by administering a portfolio of trust and company structures and liaising with clients and intermediaries.

Key duties include onboarding, periodic reviews and fee management, with a focus on timely, accurate service and regulatory compliance. A minimum of 5 years in fiduciary admin is expected, with professional qualifications encouraged.

Qualifications

• At least 5 years’ experience in an administrative role ideally within Fiduciary Services
• Holds or is open to undertaking a relevant Professional Qualification e.g. STEP, CGI, ACCA
• Good understanding of fiduciary services business including the regulatory requirements
• Good IT skills, including practical experience of Microsoft Outlook, Word and Excel
• Good written and verbal communication skills
• Ability to work accurately with good attention to detail
• A flexible attitude towards work and a willingness to assist other members of the team as required
• Good time management, prioritisation and organisational skills
• Demonstrates drive, ambition & willingness to learn
• A proactive approach to work & the ability to work under own initiative

Responsibilities

• Administration of a portfolio of entities including e-mail and telephone communication with clients and intermediaries; transactional work; payments; drafting of minutes/resolutions
• Maintaining and building good relationships with clients and intermediaries through quality service
• Responding to all client communications within 24 hours (including holding replies)
• Preparation for and attendance at virtually held and locally based client meetings and preparation of the post meeting file note
• Assisting the Directors and Senior Management with the on-boarding of new business
• Completion of terminating and outgoing business within 3 months of notification
• A quarterly review of all time billed to their portfolio
• Sending OTGL fee invoices to clients within 2 weeks of being issued by the Finance Team
• Collecting OTGL fees within 1 month of being issued
• Providing a C level signatory

Skills

Fiduciary admin

STEP/CGI/ACCA

MS Office

Communication

Attention to detail

Time management

Team player

Proactive

Education

Professional qualification (STEP/CGI/ACCA)

Tools

Microsoft Office

Job description

OAK SUMMARY

Oak offers innovative private client, corporate and fund administration services tailored to our clients' needs. Today, Oak operates across Guernsey, Jersey, Isle of Man, Mauritius and The Bahamas with more than 250 employees administering over $27.5 billion in assets. The group is known for its client-centric approach, commitment to excellence and forward-thinking vision.

Oak is owned by Opera Limited, a new holding company backed by Pula, the family office of Stephen Lansdown, co-founder of Hargreaves Lansdown, along with like-minded shareholders such as Sealyham, the family office of Tom Scott.

Opera has welcomed Accuro, Amber (now Oak Bahamas), HFL, Meritus and Oak into the fold— each one powered by Opera, each one contributing to our shared ambition.

For more information, please visit: https://www.operalimited.com/

JOB SUMMARY

The purpose of the role is to deliver excellent client administration to a portfolio of client trust and company structures and to support the Private Wealth Team as required. The job holder will liaise closely with the Trust team, clients and intermediaries. The role encompasses all aspects of administering a portfolio of company and trust structures.

KEY RESPONSIBILITES

The post holder will be responsible for:

Client Service & Relationships

• Administration of a portfolio of entities including (but not limited to); e-mail and telephone communication with clients and intermediaries; transactional work; payments; administration of a wide and varied range of asset types; drafting of minutes/resolutions and source documents for presentation by the Team Leader to the Client Committee

• Maintaining and building good relationships with clients and intermediaries through quality service

• Responding to all client communications within 24 hours (including holding replies)

• Preparation for and attendance at virtually held and locally based client meetings and preparation of the post meeting file note

• Assisting the Directors and Senior Management with the on-boarding of new business

• Completion of terminating and outgoing business within 3 months of notification

• A quarterly review of all time billed to their portfolio

• Sending OTGL fee invoices to clients within 2 weeks of being issued by the Finance Team

• Collecting OTGL fees within 1 month of being issued

• Providing a C level signatory

Regulatory & Risk

• Maintaining and updating Client Profiles and Risk Assessments

• Keeping client due diligence up to date and compliant

• Attending to and completion of Tasks within their due date

• Signing off Periodic Reviews within 3 months of receipt

General Responsibilities

• Completion of time sheets daily and reaching a monthly utilisation target

• Completing any other duties as may be required from time to time in accordance with the requirements of the role, team and evolving nature of the function

• In all aspects of your role, display and adhere to Oak’s vision and values

• Understand and adhere to OTGL Policies and Procedures

KEY COMPETENCIES & SKILLS

• At least 5 years’ experience in an administrative role ideally within Fiduciary Services

• Holds or is open to undertaking a relevant Professional Qualification e.g. STEP, CGI, ACCA

• Good understanding of fiduciary services business including the regulatory requirements

• Good IT skills, including practical experience of Microsoft Outlook, Word and Excel

• Good written and verbal communication skills

• Ability to work accurately with good attention to detail

• A flexible attitude towards work and a willingness to assist other members of the team as required

• Good time management, prioritisation and organisational skills

• Demonstrates drive, ambition & willingness to learn

• A proactive approach to work & the ability to work under own initiative

KEY BUSINESS PARTNERS

• External clients & intermediaries

• Trust & Corporate Directors

• Finance Team

• Compliance Team

• Accounting Team