Trust Executive

Portcullis Group; Kuala Lumpur; On-site; MYR 67,000 - 100,000; Full time

Job summary

Portcullis Group is seeking a Trust Administrator to support the Trust Administrators in Singapore and oversee documentation, client onboarding and ongoing trust administration tasks in KL. You will gather client information, review regulatory compliance and maintain meticulous records to support fiduciary duties and client services.

The role requires attention to detail, independence, and effective communication in English, with exposure to offshore trust administration and regulatory

Qualifications

• Possess a Diploma or Degree in Law, Legal Studies, Corporate Administration, Business Administration or a related field.
• At least 1 year of experience in trust administration or a relevant legal field.
• Experience in administration of trusts and offshore entities (BVI, Cook Islands, Samoa) is an advantage.
• Familiarity with AML/CTF requirements and regulatory compliance matters including FATCA/CRS and Economic Substance.
• Strong attention to detail and ability to manage multiple tasks and deadlines.
• Proactive, organised, able to work independently with minimal supervision and in a team.
• Good planning, problem-solving, interpersonal and communication skills.
• Good command of written and spoken English.

Responsibilities

• Support Trust Administrators in ensuring client acceptance processes, documenting source of wealth and purpose of setting up trusts.
• Assist in proper administration of trusts and trust assets and escalate issues to senior management.
• Carry out fiduciary duties in line with trust laws and documentation.
• Maintain accurate physical and digital records for all trust files.
• Gather client information and review financial and non-financial data.
• Monitor transactions and review investment performance of managers.
• Apply guidelines, procedures, rules and regulations to day-to-day work.
• Perform work in accordance with private trust industry regulations and codes.
• Escalate red flags and irregularities to senior management in a timely manner.
• Undertake risk reviews for trust files and ensure timely completion of checklists.
• Manage medium to high-risk client caseload with limited supervision.
• Assist with onboarding, administration and exit of trusts and related corporate documents.
• Coordinate with Relationship Managers/Trust Managers/Clients across offices.
• Attend training sessions and liaise with colleagues to ensure smooth administration.

Skills

Attention to detail

Independent worker

Communication skills

Interpersonal skills

Regulatory compliance

AML/CTF knowledge

Problem-solving

Time management

English proficiency

Education

Diploma/Degree in Law or Legal Studies or Corporate Administration or Business Administration

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

• Possess a Diploma or Degree in Law, Legal Studies, Corporate Administration, Business Administration or a related field.
• At least 1 year of experience in trust administration or a relevant legal field.
• Experience in the administration of trusts and offshore entities, particularly British Virgin Islands (BVI), Cook Islands and Samoa, would be an advantage.
• Familiarity with AML/CTF requirements and regulatory compliance matters, including FATCA/CRS and Economic Substance, would be an advantage.
• Strong attention to detail, with the ability to manage multiple tasks accurately and meet deadlines.
• Proactive, organised and able to work independently with minimal supervision as well as collaboratively within a team.
• Good planning, problem-solving, interpersonal and communication skills.
• Good command of written and spoken English.