Senior Corporate Administrator (JHB) at Datafin Recruitment

ENVIRONMENT:

• ACHIEVE the banks targets and budgets by complying with policies and procedures and ensuring that all Credit, Administration, Compliance and Risk matters are completed as the next Senior Corporate Administrator sought by a leading global full-service Commercial bank.
• You will ensure all administration, tasks, special projects, reports, must to do list for department, for the Branch, for other departments and/or for Head Office and other external parties are completed efficiently, and on time.
• The successful incumbent must have a 3-year Business-related Degree/Diploma Business-related with 3-5 years’ experience in Corporate Banking/Financial Services.

DUTIES:

Transactional Procedures –

• Manage and check Loan Bookings, Rollovers, Payments (including Interest Payments), Fx Instructions, trade finance and any other transactional/customers activity are completed timeously.
• Diarise future rollovers, repayments, maturities and keep records and a database with each customer’s rollover history, payments, interest income, Fx, etc.
• Complete administrative work to ensure the customer’s product, payment and service requirements are handled in a professional manner.
• Confirm rates of loans and periods of the drawdown and roll-over with customers in a timely manner, to avoid risk of loss or incorrect booking on NGS.
• Attach supporting documents including Covenants Certificates, etc., to the booking forms.
• Manage CP process for drawdowns.
• Embrace and comply with drawdown centre requirements.
• Make sure that any administrative work required to ensure the customer’s product, payment and service requirements are handled in a speedy and professional manner.
• Collect all transaction documents for loans and other facilities to ensure that transactions and loans are implemented and executed seamlessly.
• Support the teams with customer and portfolio administrative matters.

Customer Queries –

• Resolve all customer queries and challenges generated either internally or externally, professionally, accurately and speedily.
• Take responsibility and accountability to ensure all matters relating to the customer are resolved, followed up on and are aware of the status of the matter.
• Ensure all customer documentation is obtained for regulatory, compliance, policy, procedure, legal or other requirements and they are stored correctly for respective customers.

NGS –

• Capture all relevant customer Information on NGS following the request from Compliance Department, Risk Management Department, Relationship Managers, Accounting, Operations etc. with the necessary approval by Compliance Department.
• Prepare and update an NGS guideline for performing the NGS functions relating to the department.

Operational Procedures –

• Implement and check that processes are comprehensive to ensure accuracy and consistency of information.
• Notify customers of incoming funds within the working day when the back-office sends out a notification.
• Ensure that all drawdowns are communicated internally to relevant departments in advance.
• Send statements daily to Credit Department for overnight and short-term loan customers.

Planning and Filing -

• Keep Department Calendar updated regularly with at least four weeks in advance updates with all items including rollovers, staff leave, local annual credit reviews, monthly post lending reporting due dates, maturities, Head Office review dates, credit rating expiry date, KYC RE-ID dates and any other due dates.
• Create and compile checklists for account opening processes, closing process, new drawdown, early repayment, maturities, refinancing, etc., to ensure all process tasks are carried out and that the checklists, filing is done and NGS is updated regularly.
• During the year keep regularly updated lists of:
• Customers and contact details;
• Local Credit Application review dates;
• List of loans;
• Loan customers contact details/agent contact details for rollovers/booking;
• Maturing loans;
• KYC active (including RE-ID dates), closed, dormant and suspended customers;
• Any other list that may be required to be maintained for record and other regulatory or audit purposes;
• To file regularly during the year, and as and when latest information is available and or updated; Call reports, Credit mandates, Pricing models, Credit ratings, Credit memo’s, Risk Classification, Agreements and Facility letters, Head Office and IBD applications and approvals, Head Office Policies, department meeting minutes, etc.
• Ensure that products, processes and efficiencies are carried out and implemented.

Task Management and Research -

• Complete ad hoc, assigned tasks and special projects with a sense of urgency within the timelines and ensure correctness and accuracy of information contained therein.
• When tasks and responsibilities are assigned, they need to be completed within deadline, and any delays needs to be communicated well in advance of deadlines with good reasons.
• Conduct research and source documentation or data as and when requested and within in timelines.
• Ensure correctness and accuracy of information contained in research and other reports.

Reporting and Feedback –

• Diarise and prepare allocated reports accurately and within deadlines set by end users or as specified by the Team Head and Department Head, other departments and executives.
• Prepare weekly and ad hoc reports.
• Prepare and review weekly/monthly team reports, concentration reports, Exco reports, Management Operation Forum reports, ALCO reports, Risk reports and ad hoc reports within timelines.
• Complete all standard and special reports for Risk Management Department (Comprehensive Risk Management report, Key Risk Indicators and Key Internal Controls), Compliance Department, Head Office, Executive and other departments accurately within the deadlines.
• Keep a list and update EVA and ROE on each loan according to the pricing model.
• Make sure that all reports and information requested are completed in a timely and professional manner and ensure correctness and accuracy of information contained therein.
• Coordinate information collection within the department where appropriate and negotiate with HO or other departments relating to preparation of information where appropriate.
• Provide accurate, up to date and reasonable information on deal pipelines, declined deals, maturing deals, drawdown dates, credit review dates, credit rating review dates, Head office review dates, maturing deals, credit, compliance, risk matters, etc.

Processes –

• Ensure that processes and business efficiencies are carried out and implemented.

Filing and Information Management –

• To file and maintain a complete, up-to-date and accurate register (physical and electronic) of loans, collateral, guarantee documentation, credit applications, credit ratings, monthly post lending report, call reports, post loan management documents, CP’s, site visit, watch list reports, loan agreements, facility letters, local mandate, Head Office approvals, IBD Approvals, credit meeting minutes, credit memo’s, deal forum applications, financial statements, all document that relates to the customer facilities or loans in a file for each customer, and all supporting documentation in accordance with applicable policies and procedures and in conjunction with team requirements.
• Ensure all filing complies with records management policy and other related policies in terms of retention and destruction of documentation.
• Maintain all information and records that are filed electronically and physically and manage the information in line with the POPIA requirements.
• Prepare Audit Confirmation for customers.

Credit Management –

• Liaise with Attorneys regarding matters relating to credit and collateral documentation, and legal fees. Keep records, in a physical file of all Head Office policies.
• Ensure risk classifications are completed before any drawdown and no later than 15 days after the quarterly end.
• Ensure that RMs provide the monthly Post Lending Management reports by the 16th of each month and submit the reports to RMD by the 20th of each month. Ensure all customers that have credit limits (Head Office and local credit committee) have credit ratings and ensure ratings are done before any drawdown on borrower and guarantor.
• Keep a record and diary and reminders for all Covenants, loan conditions, credit ratings, annual reviews and loan maturities.
• Keep electronic records and a spreadsheet of all credit facilities, drawdowns, rollovers, interest, all fee income (upfront, commitment, participation fee, utilisation fee, new money fee, etc.), capital for all teams, local credit review dates, credit rating review dates, HO review dates, RE-ID dates, etc.
• Ensure that all facility customers have call reports that comply with Head Office post-loan management requirements and send reminders to teams of this requirement. At least two call reports per facility customer per year.

Income Management –

• Track income and issue invoice for fees and VAT for all teams.
• Keep record of each customer’s fees and interests paid and outstanding.
• Ensure Interest and Fees are advised to Accounting Department and allocated accordingly.
• Track asset development progress and Interest and Fee income per team and send YTD report to Head of Department on a monthly basis

Treasury Administration -

• Support the Treasury Head of Department, and Treasury Dealers in order to achieve the banks targets and budgets by ensuring, risk management, compliance and AML management, and other general administrative and reporting activities are conducted in compliance with policies and procedures of the branch and Head Office.

Compliance and AML Management –

• Ensure compliance with regulatory, policy and procedural requirements of the branch. To comply with regulatory requirements and to protect the bank from potential losses.

Special Projects –

• Assist the Central Administration Team, Head of Treasury and Head of Corporate Banking with special projects that may present on an ad-hoc basis.

REQUIREMENTS:

Qualifications –

• Preferably a Master’s Degree.
• A 3-year Degree/Diploma Business-related.

Experience/Skills –

• 3-5 Years experience in Corporate Banking/Financial Services is essential.
• 3 Years Administration-related experience.
• Administration Skills.
• Windows Office.
• Problem Solving Abilities.
• Negotiation Abilities.
• Communication Skills.
• Banking Products knowledge.

ATTRIBUTES:

• Able to communicate verbally and write in English (Strong ability).
• Ability to negotiate.
• Able to work under pressure.
• Ability to work independently and manage requirement of the role.
• Financial Literacy/Numeracy.