To manage a complex portfolio of entities and provide quality administration of same including but not limited to company secretarial activities, limited service monitoring, billing clients on a quarterly/annual basis, assistance in the formation of Jersey companies, administration of employee benefit trusts and assistance to the trustee in respect of new issues of shares and assistance with transactional work for the designated portfolio supported by the team manager/assistant manager and at all times upholding the core values by promoting a culture of professionalism, teamwork and leadership

Principal Duties and Responsibilities

Responsible for the provision of administration and company secretarial services to a complex portfolio of client structures/entities

Responsible for causing View Point, data management system, to be updated for all entities under administration or upon request from line management to ensure that Viewpoint is at all times accurate and that all data gaps are attended to promptly.

Responsible for review of requests from duly authorised client representatives for changes to constitutional documents and/or the registers for each company, e.g. increases and reductions of share capital, change of name, appointment/resignation of a Director or Officer and/or issuance/transfer of shares, etc. Prepares required documentation and arranges for filings to be filed with the relevant statutory authorities in relation to the changes.

Manages business intelligence, including capturing all contact details (where appropriate) and business development related activity within relevant systems in accordance with internal policies and procedures if requested to do so by line management.

Files documents as appropriate in the physical files of the company and maintains electronically the records in ViewPoint when receiving general mail and documents from the client, the Companies Registry & the responsible Lawyer, etc.

Drafts Minutes/Resolutions under guidance of line management and/or with the assistance from the legal team in relation to the allocated portfolio of clients.

Seeks guidance, as necessary, from line management, and other team members where appropriate, in relation to the provision of corporate administration services.

Ensures that all annual confirmation statements for allocated portfolio are submitted to the Jersey Registry on time each year and that Jersey Tax Returns are submitted to the Comptroller of Income Tax before the 31st December each year. .

Monitors WIP on a monthly basis to ensure that it is in line with fee agreement, provides a statement of same to clients if requested and ensures invoices are prepared and  issued quarterly/annually as per the fee agreement, follows-up on any outstanding invoices on a regular basis and escalates any fee issues to line management on a timely basis.

Knowledge, Skills and Experience Required

Collegiality and Excellence demonstrated through the areas of Client Skill, People Skills, Business Management and Business Development.

Holds or working towards a recognised Level 5 professional qualification and has a minimum of 4-6 years prior experience in a similar role. Understands the principles of Corporate Governance and its effect on the way the allocated portfolio should be administered.

Works collaboratively and is open to learning from others and shares their own knowledge too.

Takes ownership of tasks

Seeks regular feedback on performance from line management.

Manages time effectively

Ensures adherence to all compliance procedures

Excellent client relationship and interpersonal skills.

Experience in MS Word, Outlook, DMS and corporate administration database software (preferably Viewpoint).

A strong sense of commitment and responsibility.

Excellent verbal and written communication skills including excellent spelling, grammar and

punctuation.

Sound organisation skills

Maintains CPD requirements