Administration-Jobs in United States

EMPLOYMENT TYPE:

Permanent

COMPANY:

A boutique family office management firm.

LOCATION:

Stellenbosch, South Africa

WORKING MODEL:

Hybrid working model where Wednesdays are remote, and all other days are in office.

JOB OVERVIEW:

The Trust Account Manager (Senior) will play a crucial role in managing the administration, onboarding, and compliance work for the trustees from the Stellenbosch office. This involves assisting clients with setting up offshore trusts, handling daily operational matters, drafting legal documents, and facilitating the opening of bank and investment accounts. The role also includes compliance oversight, interaction with financial institutions, and contributing to trust reorganisation.

DESCRIPTION OF POSITION:

The Trust Account Manager (Senior) is responsible for providing comprehensive support to clients and ensuring the smooth operation of trust administration.

KNOWLEDGE AND SKILLS:

Key Responsibilities:

• Acting as a compliance officer for assigned trusts.
• Communicating with clients and financial institutions.
• Drafting legal documents such as resolutions, loan agreements, and trust deeds.
• Managing reporting requirements to banks, including FICA, KYC, and AFS.
• Assisting with the implementation of TrustQuay and/or Viewpoint software.
• Supporting LBA and AML audits.
• Building and maintaining relationships with clients, asset managers, banks, and external vendors.
• Handling ad-hoc requests and providing accurate information within required timeframes.
• Must be able to communicate at executive level.
• Intermediate/Advanced MS Office knowledge.
• Good understanding of trust law and accounting.

Key Accountabilities & Activities:

• Compliance:
  • Compliance officer on all the Trusts where you are involved.
  • Communication with clients and financial institutions to ensure proper records are on file and transactions are executed.
  • Drafting of the required legal documentation, resolutions, etc., required for transactions and/or corporate activity.
• Financial institutions:
  • Responsible for all reporting requirements to the bank in terms of FICA, KYC, and AFS or information required for certain applications as needed.
  • Annual compliance review and meetings with representatives.
• Investment research:
  • Have some sort of interest in global markets will help with talking points with clients.
  • Be aware of the S&P 500 and FTSE 100 and JSE top 40 Index movements.
  • Be aware of the ZAR against other major currencies.
• External audit and preparation of files:
  • Arrangement, planning and implementation of annual audit for LBA and AML.
  • Provide assistance to the team to resolve auditor queries and ensure the audit is completed in an appropriate time frame.
• Leadership and management:
  • Gives regular, comprehensive, and constructive feedback to team.
  • Adjusts management style to get the best from the individuals within the team (using feedback from weekly meetings).
  • Delegates work to team members considering their capacity, level of skill and exposure to different types of work and complexity; provides clear instructions and direction, with reasonable deadlines.
• Relationship building:
  • Maintain strong working relationships with and have open and transparent communication between all members of the team.
  • Develop and maintain relationships with external vendors (South Africa, Mauritius, Switzerland, etc.) to ensure service delivery of high quality.
  • Be able to conduct yourself professionally in front of potential new clients and be able to talk from hand regarding the Trustees' Structure.
  • Building and maintaining relationships with Asset Managers, Banks, and clients.
• Ad-hoc requests:
  • Support the business as and when ad-hoc requests come in and provide information that is accurate, of a high standard and delivered within required timeframes.

Behavioral/Technical and Leadership Competency Requirements:

• Attention to detail:
  • Identifies multiple sources/approaches of information to ensure that details are addressed.
  • Reviews the work of others for accuracy and thoroughness.
  • Follows up to ensure tasks are completed and commitments met by others.
  • Verifies that work has been done according to procedures and standards.
• Relationship-building:
  • Makes a conscious effort to build rapport with contacts by identifying and drawing inferences from shared interests.
  • Actively nurtures existing contacts by proactively sharing information and expertise and encouraging contacts to do the same.
  • Suggests possible collaborative efforts with contacts.
• Resilience:
  • Remains effective and retains perspective in the face of difficult or demanding situations.
  • Adjusts personal coping mechanisms to deal with disruptions.
• Stress management:
  • Maintains sound judgment and decision-making despite stressful situations.
  • Views stressful situations as challenges rather than threats.
  • Adjusts personal coping mechanisms to deal with high-level stress.
• Auditing:
  • Analyse internal controls for large files.
  • Plan and control audits.
  • Apply sampling techniques/methods.
• Legislation, policies, procedures, and standards:
  • Understands and applies all relevant legislation, policies, procedures and/or standards in situations that require standard interpretation.
  • With guidance, applies legislation, policies, procedures and/or standards in situations presenting unique challenges.
  • Suggest amendments to improve the effectiveness of internal policies, procedures and/or standards.
• Planning and organising:
  • Identifies varied resources needed (e.g., diverse types of expenditures, different skill mixes).
  • Produce realistic and achievable work plans.
  • Develop backup plans to manage potential obstacles.
  • Breaks activities into smaller components to facilitate completion.
  • Renegotiates commitments or deadlines as circumstances dictate, ensuring no surprises at the expected completion.
  • Evaluate the extent to which the objective has been achieved.

QUALIFICATIONS REQUIRED:

• BComm Degree with articles or relevant experience.
• LLB would be advantageous.

EXPERIENCE REQUIRED:

• 3-5 years post-article experience.
• At least 2-3 years of management experience.

**Please note: If you have not heard from us within 2 weeks, please consider your application unsuccessful.