Specialist: Trust & Relationship Management Administrator- A & I Investment Operations - Sandton at Absa Group Limited (Absa)

Key Responsibilities:

• Execute various administrative tasks related to portfolio management and client servicing.
• Perform various operational functions including capturing, processing payments, and reconciliations for trust accounts such as Equity, Bonds, Gilts, and Internal/External Unit trust accounts.
• Provide reporting on both local and offshore portfolios as requested by clients or portfolio managers, ensuring correctness.
• Verify valuations, share price information, and assist with CGT and IT3b statements.
• Onboard and open client portfolios by verifying documentation and preparing static data.
• Instruct settlements, prepare payments, and journals for processing once authorized.
• Ensure portfolios are Regulation 28 compliant where mandated.
• Maintain effective customer complaints register and manage resolution process.
• Keep system static data up to date by checking and ensuring accuracy.
• Provide relevant information to resolve escalated client queries.
• Prepare and analyze complaints reports, identifying trends and formulating recommendations.
• Perform regular checks on clients' cash balances and book costs.
• Coordinate special instructions and ad hoc tasks as required.
• Collaborate with Portfolio Managers and Client Relationship Managers to provide necessary support.

Additional Responsibilities include but not limited to:

Client Relationship Management:

• Provide all reporting on both local and offshore portfolios as requested by clients or portfolio managers and verify correctness thereof
• Provide clients with correct factsheets
• Check with the Portfolio Managers or Administrators the incorrect valuations and advise the Administration team
• Provide share price information to clients on request
• Providing and checking of CGT and IT3b statements and assisting with any queries 
• Prepare payments and journals and submit to the Administration team for processing once authorized
• Onboard and open client portfolios by verifying FICA documentation, mandates, FAIS requirements and prepare static data for the new client file.
• Instruct settlements to accept script and provide administration support with the relevant book cost if shares are transferred Complete the Client Acceptance Screening Application (CASA) requirements on receipt of the mandate.
• Email to QA for checking and sign off.
• Provide clients with online access to view portfolios.
• Check the book costs once loaded by settlements
• Deposit cash into clients BDA account once received from client
• Close client portfolios advise the Portfolio Manager. Instruct settlements to transfer the scrip. RM to transfer cash.
• Send instructions to Stockbrokers for nondematerialized shares.
• Email statements to clients as per standard request list
• Carry out special monthly dividend transfers or instructions by compiling journals and submitting to admin.
• Prepare ad hoc mandate packs (fact sheets; mandate and FICA requirement checklist) for new clients and hand to Portfolio Managers
• Prepare supporting information on fund performance and valuations
• Provide relevant information to Portfolio Managers and the Client Relationship Manager in terms of resolving escalated client queries
• Action instructions from clients, Brokers, Wealth Planners and Portfolio Manager
• Prepare Portfolio Rebalancing  Calculations 
• Maintain an effective customer complaints register to ensure that all customer complaints are appropriately recorded and the resolution process is effectively managed for each client complaint.
• Prepare and analyze complaints reports on a quarterly basis; pick up trends and formulate recommendations for Senior Management.
• Check clients cash balances to ensure no overdrawn balances.
• Keep system static data up to date by checking and ensuring all closed accounts are deactivated and deactivated date is inserted.
• Keep system static data up to date by checking and ensuring all clients addresses/telephone numbers/email/Identity numbers/tax numbers/company registration numbers are correct and up to date.
• Perform call backs on all withdrawals and amendments to static data.
• Check that clients’ book costs are loaded for new clients and on the CGT statements for all clients.

TRUST Administration

• Update of daily prices 4 Institutional SCI Unit trust funds
• Capturing of daily Purchases/Redemptions of SCI Units trust
• Investigating all rejected Unit trust transactions
• Drawing of daily EOS and EI (Glacier) reports
• Balancing of daily captured SCI Unit trust funds
• Preparing and capturing of Purchases/Redemptions External Unit trust funds
• Declaring dividends due from Corporate Diary
• Upload Journal Extractor file for daily dividend payments
• Preparing of all dividend payments and Exempt clients for payment on Trust system
• Daily BIO payments for Trust
• Ordering of month end report (BTKP040)
• Requesting month end Unit trust statements for External Unit trust balancing
• Prepare and balance External Unit trust funds.
• Requesting Quarterly distribution statements for External Unit trust funds
• Capturing of Quarterly distributions Cash or ReInvestments
• Ensure all Administration contact details and signatories are updated with External Unit trust Companies.
• Assisting with general Enquiries from Trust Office
• Check and ensure all management fees and adviser fees are updated and paid.

Minimum Requirements:

• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and the Internet
• Matric / Postgraduate degree

Preferred Requirements:

• Three (3) years’ experience in investments as an Administrator within an asset management company
• Deadline driven

Education

• Higher Diplomas: Business, Commerce and Management Studies (Required)