ISG Administrator at TMF Group

About the Job

Job Purpose

• ISG is responsible for the maintenance of Investor records held on various systems for private equity and real estate funds and for the generation and delivery of all certificates, notices, reports and other packages for these funds; notices will include all deliverables to fund investors (capital calls, distributions, financial statements, NAV statements, capital accounts, tax returns, press releases etc).
• The team has touch points throughout the business, and it is vital to the smooth running and administration of private equity and real estate funds. The team has a varied workload and a good relationship with other service teams throughout the business.
• The Administrator will work as part of this shared service team on a range of matters, providing investor service-related functions for established and new funds and corporate entities. The Administrator will also be responsible in ensuring the security administration for our Banking Platforms are updated and relevant approvals requested to ensure users are kept up to date
• The Administrator should be highly motivated, flexible with the working hours, and keen to grow with the business, while working in a team environment and ensuring the full support of other teams. Knowledge of system solutions would be a benefit but not essential for this role. The Administrator should have a good relationship with the team and colleagues, and this is essential to making this role, and thus the team, a continued success. The Administrator will assist in providing training to other team members in respect of the ISG function.
• The Administrator will work closely with Trainee Administrators, Senior Administrators, Assistant Manager, or other designated Managers. Business must be always conducted in line with TMF Group policies and Procedures and any departmental guidance guidelines.

Key Responsibilities

• This role will be responsible for the day-to-day maintenance of static data, subscription documents, investor statements, calls, Distributions, financial statements, capital accounts and the delivery of various investor related documents, driver reports and reporting services packages including client portals. Key deliverables comprise of the timely response to requests by internal teams and/or clients to ensure data held on the system and the documentation generated and sent from the system are consistently maintained and delivered.
• This Administrator will work closely with the Senior Administrators, Assistant Manager or other designated Managers to ensure the ISG team undertakes all required duties for undertaking of the FATCA/ CRS reporting and the collection of data in respect of investors and related clients.
• The Administrator will also be responsible in ensuring the security administration for our Banking Platforms are updated and relevant approvals requested to ensure that users kept up to date

The primary focus of the role will be:

• The Administrator will be expected to carry out ISG deliverables including, but not limited to, the following:
• Input and maintenance of static data (contact data, bank data, etc) related to Investors on various systems, in accordance with policies and procedures
• Maintenance and management of reporting driver reports and reporting service packages for all Fund clients on Investran or similar systems
• Maintenance and management of trading activity on STARs or other equivalent registry systems
• Ensure specific steps for the generation and delivery of calls, distributions, financial statements, capital account, certificates, ad hoc notices and other investor documentation is carried out in accordance with polices and procedures
• Suggestions to amend, and if required implement the maintenance and update of, new and existing procedures following changes required by specific circumstances
• Primary liaison for report generation and delivery preparation of notices
• Provide guidance to other service teams on best practise for static data maintenance and/or for call/distribution generation as required
• Upload documentation to the client web reporting services
• Support with data uploads and any migration efforts
• Review of static data changes made by other team members, to ensure data modified in line with requests and with particular focus on system standards
• Production of NAV Calculations
• Production of various types of Distribution Calculations (income, Capital, Top-Up and Ad-hoc) and ensuring that Distributions are produced in line with policies and procedures
• Maintenance of the Unit and Certificate registers
• Maintenance of security taken over units
• Dealing with investor queries
• Providing assistance in respect of CDD and tax issues to other service teams
• Internal contact point with other teams, as well as contact point with Investran Support or IST when required for technical assistance and requests to modify system configuration settings as required
• General queries and support for certificate and notice generation and delivery related queries
• Support with guidance and promotion of ISG throughout the business
• Assist in documenting and implementing a standardised operating model for ISG
• Proactively identify and progress opportunities to improve efficiency in the team and its processes
• Complete all tasks to a high standard to delivery a good high level of service.
• In addition to the duties listed above, the ISG Administrator may be requested to perform any other ad hoc duties or projects as requested by other designated Managers

Professional Experience and Qualifications

Key Business Expertise:

• Minimum of 2 years work experience, either in an administration / accounting or operations role within the funds or financial industry will be an advantage
• Must have working knowledge of Microsoft Word and Excel
• Previous experience of Investran preferred but not essential

Candidate Profile:

• Proactive and willing to do what is required to ensure consistent service to the clients
• Problem solving and root cause identification skills
• Ability to manage expectations and deliver on time
• Strong organisational, attention to detail and time management skills are essential
• Excellent verbal and written communication skills and attention to detail is essential
• Ability to use initiative, work confidently and take ownership of tasks is important
• Willingness to learn, work within a team, and adapt to new and challenging situations
• Ability to work under pressure whilst maintaining quality of service
• Must maintain a professional demeanour
• Consider and adhere to relevant regulatory environment and obligations
• Consider and adhere to TMF Fund Services policies and procedures
• Consider and adhere to control frameworks

Operation Excellence:

• Will take advantage of learning opportunities to meet needs of current job
• Has a good understanding of technicalities of own role
• Promptly and efficiently completes work assignments

Commercial Awareness:

• Good understanding of how immediate team interact with other teams in function to deliver results
• Understand TMF Code of Conduct and values

Leadership and Resource Management:

• Provides guidance on basic tasks to colleagues in immediate team
• Manages personal workload effectively

Interpersonal Skills:

• Responds to and anticipates client needs in a timely and professional manner
• Listens actively, considers people’s concerns and adjusts own behavior in a helpful manner

Client Excellence:

• Consistently strives to provide a quality service
• Implements the necessary steps of the service process
• Handles complaints and difficult customers in positive and effective manner, taking into account global and cultural differences
• Takes responsibility for obtaining and sharing required information with others
• Understands clients, identifies their needs and creates positive first impressions