Middle Office Officer - Client Services at Stonehage Fleming

OVERALL PURPOSE 

• To provide comprehensive administrative support across client onboarding, compliance, data management, and fund externalisation processes, ensuring operational efficiency and regulatory compliance. The role requires close collaboration with Relationship Management, Investment Management, Group Finance, Banking and Compliance teams as well as coordination with colleagues across the broader Stonehage Fleming Group. 

PRINCIPAL ELEMENTS AND ACCOUNTABILITIES 
Client Onboarding 

• Support Front Office teams with the New Business Approval process. 
• Coordinate compliance approvals for onboarding new clients or expanding services for existing clients. 
• Draft and prepare client agreements for signature. 
• Initiate and manage client creation workflows in the internal client database. 
• Ensure all business and regulatory requirements are met, including proper execution of agreements and completion of Customer Due Diligence (CDD) in line with company policy. 

Client Administration 

• Complete and submit internal and external account opening applications. 
• Process updates to clients’ static data. 
• Manage and retain client data and documentation in electronic formats. 
• Continuously review and improve administrative processes to enhance efficiency and compliance. 

Fund Externalization 

• Collect and submit required documentation for tax clearance via third-party providers. 
• Prepare and submit applications to the South African Revenue Service (SARS) and the South African Reserve Bank (SARB). 
• Obtain client mandates and indemnities to facilitate foreign exchange transactions. 
• Liaise with internal transaction teams to coordinate trade execution and FX rate bookings where required. 
• Maintain accurate internal records of all externalization transactions. 

Client Records Administration 

• Review and verify Customer Due Diligence (CDD) documentation 
• Ensure all client agreements are in place and properly stored 
• Maintain accurate client and third-party data in internal systems 
• Complete and document risk assessments where required 
• Keep client profiles up to date and in line post the new business approval process 

Ad Hoc Duties 

• Participate in projects and provide administrative support as required 

QUALIFICATIONS AND EXPERIENCE 

• Relevant diploma or degree, or 
• 2–4 years’ experience in a similar administrative or operations role 

COMPETENCIES, SKILLS AND BEHAVIOURS 

• Proficient in Microsoft Office 
• Intermediate numeracy skills 
• Basic understanding of accounting principles 
• Strong self-management and time management skills 
• Proactive and solution-oriented mindset 
• Excellent planning and organizational abilities 
• Effective team player with strong interpersonal skills 
• Clear and professional communication, both written and verbal 
• High attention to detail and commitment to accuracy 
• Strong work ethic, ambition, and a dynamic approach to tasks