Trust Assistant/ Executive

Portcullis Global Services Pte. Ltd.; Kuala Lumpur; On-site; MYR 6,000 - 12,000; Full time

Job summary

Portcullis Global Services Pte. Ltd. seeks a Trust Administration professional to support Trust Administrators in Malaysia and Singapore, handling KYC, documentation, and compliance workflows.

You will participate in fiduciary duties, record-keeping and risk reviews for portfolio clients, coordinating with managers and clients to ensure timely, accurate service.

Qualifications

• Degree in law or legal studies, or relevant corporate administration experience in financial services.
• Experience in administration of trusts and offshore entities (e.g. British Virgin Islands, Cook Islands, Samoa) preferred.
• Familiarity with regulatory compliance matters such as FATCA/CRS and Economic Substance is advantageous.
• Diploma and familiarity with AML/CTF policies are beneficial.
• Attention to detail with the ability to multi-task and meet deadlines.
• Be proactive and able to work independently or as part of a team.
• Excellent planning, problem-solving, interpersonal and communication skills.
• Able to work independently with minimum supervision.
• Good command of English.

Responsibilities

• Support Trust Administrators in adherence to KYC processes and documentation, including source of wealth and purpose of trust setup.
• Assist in proper administration of trusts and trust assets and escalate issues to senior management when needed.
• Carry out fiduciary duties in line with relevant laws and trust documents.
• Maintain accurate physical and digital records.
• Gather client information and monitor transactions and investment performance.
• Liaise with managers, clients and colleagues to ensure timely service and compliance.

Job description

Job Description
Supporting the Trust Administrators in Singapore, including:

• Ensure client acceptance process is properly adhered to including but not limited to understanding and documenting source of wealth and purpose of setting up of trusts, collating all KYC documents and information in accordance with TCA No 3, preparing all trust documentation in accordance with checklists and/or operations manual.
• Ensure proper administration of trusts and trust assets and escalate issues to senior management when necessary.
• Assist in carrying out fiduciary duties of trustee in accordance with relevant trust laws and trust documentation.
• Ensure proper record keeping, both physical & digital records.
• Gather and understand client information, financial and non-financial information of clients.
• Conduct ongoing monitoring of transactions and reviewing investment performance of investment managers.
• Clarify and confirm application of guidelines, procedures, rules and regulations and codes that impact on day-to-day work practices.
• Perform work in accordance with regulations and codes applicable to the private trust industry.
• Escalate red flags, inconsistencies, irregularities to senior management.
• Undertake risk reviews for trust files in a timely and accurate manner.
• Ensure that all checklists are completed in a timely and accurate manner.
• To deal accurately with all issues and administration related tasks for a portfolio containing some complex client structures, receiving and handling efficiently all communications, ensuring all matters arising are fully and efficiently dealt whilst providing a high standard of service.
• To provide trust and company administration services, including progressive client contact in a professional manner and in accordance with regulatory requirements, service levels and company standards so as to meet client expectations.
• To administer an allocated caseload of more medium and high-risk clients, competently and autonomously with limited support of other team members.
• Assisting and ensuring that all client requests/documentations are completed accurately and in a timely manner, taking any necessary action to improve the completeness of data and information.
• Assist with establishing Policies, Procedures, work processes, precedents, manuals for undertaking Trust admin work in KL office in support of the Group in respect of all trust administration matters and transactions.
• Assist with all matters relating to application for a Trust License in Malaysia (if required).
• Draft and prepare documentation in connection with the onboarding, administration and exit of trusts, and corporate documentation of the underlying companies of the trust.
• Attend all training sessions as requested by the Company.
• Liaise with Relationship Managers/Trust Managers/Clients/colleagues from other offices on matters related to trust administration, and provide assistance where necessary.
• Assist Trust Managers on administrative and house-keeping matters such as billing and filing of trust documents.

Job Requirement

• Degree in law or legal studies, or have corporate administration experience in the financial services industry.
• Experience in administration of trusts and offshore entities (British Virgin Islands, Cook Islands and Samoa etc.) are preferred.
• Familiar with regulatory compliance matters such as FATCA/CRS and Economic Substance would have an advantage.
• Diploma and familiarity with AML/CTF policies will be an added advantage.
• Attention to detail with the ability to multi-task and to work accurately to meet deadlines.
• Be proactive and able to work independently or as part of a team.
• Excellent planning, problem-solving, interpersonal skills and communication skills.
• Able to work independently with minimum supervision.
• Good command of English skills.