Recent Jobs at TMF Group

Job Purpose

• The Junior Client Administrator is responsible for the timely and correct handling of matters concerning the day-to-day administration and bookkeeping including correspondence bookkeeping tasks delegated by the Senior Client Administrator and/or Supervisor Accounting.

Key Responsibilities

• Maintain accounting records and prepare financial reports
• Trail client payment and follow up invoices with clients
• Organize and facilitate financial statement
• Assist Legal department with preparation of annual shareholders meetings
• Having a pro-active attitude to problem solving and coming up with solutions
• Developing a comprehensive understanding of legal documents
• Providing working documents (interest calculations, re-invoicing spreadsheets)

Your Profile

• 0-2 years working experience in a client servicing position consider as an asset
• University degree in Accounting or a related field
• Good understanding of accounting and financial reporting principles and practice
• Proven ability to take initiative and work independently in a fast-paced environment
• Fluent communication, both written and spoken, in English
• High level of professionalism and the ability to deal effectively with all levels in the organization.

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Job purpose

• The Administrator will be responsible for servicing existing client funds to a high standard. As such they will develop a good understanding of the fund structures including a high level of knowledge of the investments and investors of each fund. They will work closely with the Manager responsible for the fund(s) that they are assigned to
• They will often (but not always) be supported by a Trainee Administrator and they will be expected to support the development of such trainees
• They will act as the main contact for in-house teams and correspond regularly with the client and their investors, or advisors

Key Responsibilities

• In addition to the duties listed above, the Administrator may be requested to perform any other ad hoc duties or projects as requested by the Manager
• The Administrator is responsible for all aspects of the day to day administration of client fund structures including, but not limited to:
• Cash management and administration

The Administrator will undertake tasks to ensure that:

• Payments are processed accurately and in a timely manner
• The Investor Services Team is provided with the necessary documentation or information in a timely manner that allows them to   complete calls/distributions and register  maintenance  tasks or the delivery of notice requests
• To be responsible for the management of bank accounts and that daily reconciliations are performed in accordance with internal controls
• Book keepers and accountants are provided with the necessary documentation (Cash and non cash transactions) and support to allow them to complete the bookkeeping in a timely and efficient manner
• Treasury systems are used to place fixed or FX deposits and the Administrator will liaise with the Treasury department as required
• The client is liaised with in a prompt, efficient and professional matter
• Responsibility for production and maintenance of up to date client fund structure synopsis,client presentations, client contact sheets and team records/files
• Timely clearance of EFL, CDD, client and investor queries in an efficient manner
• Regular risk assessments of the fund structure in accordance with group procedure
• Ensuring that actions agreed at team Customer Relationship Management Review Meetings are implemented in a timely and professional manner
• That the client relationship is managed in accordance with any Service Level Plan that has been agreed with the client

Company Secretarial Skills

• The Administrator will undertake company secretarial tasks to ensure that good corporate governance is maintained:
• All board meetings are held in accordance with the constitutional documents and local regulation
• Notices and necessary back up are prepared and issued in accordance with the constitutional documents and local regulation
• Minutes of meetings are prepared and executed as a true record of the business discussed
• Written resolutions of the directors are prepared in accordance with constitution documents and local regulation
• All original documents and copy correspondence are maintained accurately in an electronic and physical format
• Knowledge is obtained regarding administered structures to be able to answer company secretarial queries raised by other parties in a timely manner
• Maintenance of share registers, directors and secretarial registers in accordance with regulatory SAS 70 or similar controls, plus all related activities surrounding these areas
• Timely filings following formation of new companies (that the Administrator will be involved in the creation of and expected to develop a good working knowledge of)
• Follow up actions / decisions made by directors in board meetings and all resolutions are followed through, and that the directors are updated on any area of the constitutional documents that they need to be aware of 

Statutory and Regulatory Requirements

• To comply and understand statutory and regulatory requirements whilst ensuring all internal policies and procedures are followed surrounding:
• Anti Money Laundering / Counter Financing of Terrorism Legislation
• Collective Investment Funds (Jersey) Law 1998, Control of Borrowing (Jersey) Order 1958 and Financial Services (Jersey) Law 1998
• TMF requirements to remain in compliance with internal controls

It is expected that an administrator will be involved in:

• Liaising with the internal CDD team to ensure that satisfactory client due diligence is obtained and maintained for managed structures
• Liaising with the internal compliance team to ensure that the administered entities comply with jurisdictional regulation
• Ensuring that Permit conditions attached to their Funds are complied with along with the 7 Funds Services Business codes if required 
• Following relevant SAS70 procedures

Professional Experience and Qualifications

Key Business Expertise:

• Strong organisational and time management skills are essential
• Ability to work within a team and be willing to support other client teams during periods of high activity
• Company Secretarial, Private Equity Fund Administration and Cash Management Experience
• Internal systems, controls and procedures – training will be given on the internal applications used and the job holder will become familiar with the controls and procedures  in place.
• Training will also be given in relation to KYC, however it is desirable that the job holder is familiar with regulatory KYC requirements
• Ability to use initiative and work independently
• Excellent communication and client relationship skills
• Use of Microsoft word, excel and outlook
• The Administrator will be educated to at least ‘A’ level standard or equivalent and will be preferably studying towards ICSA Professional or similar, or willing to study for a relevant  professional qualification.
• A Degree qualification is not essential for the role but will be regarded as a benefit
• Ideally 2+ years of private equity/trust and company experience, company secretarial and cash management experience would be an advantage. Although, less direct experience, if countered by the ability to demonstrate previous have been held of a similar nature and  responsibility would be viewed positively

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Job purpose

• Supports their team in the provision of a high quality client service, producing service deliverables for a portfolio of clients, including the preparation of data, book-keeping and relatively less complex accounting processes.
• Responsible for delivering specified deliverables to clients in accordance with internal and external deadlines. All these under review and supervision of the Client Account Manager.

Duties and responsibilities

• Maintains proper filing and documentation of all relevant documentation pertaining to assigned clients
• Collect appropriate data from clients and input into database as required
• Performs book keeping tasks, bank reconciliations,  prepare VAT returns, monthly and quarterly management reports
• Assists with the preparation of statutory financial statements and corporation tax returns
• Assists with high volume transactional tasks (such as invoicing and payments)
• Meets the statutory and corporate deadlines in respect of each client.   Files approved VAT returns and CT      returns electronically
• Provide assistance during statutory or internal audits (queries and follow ups)
• Various other miscellaneous tasks as instructed from time to time
• Deal with clients’ queries in a timely manner
• Escalate client/work issues to Client Account Manager/Line Manager
• Post time accurately in the internal time management system keeping to relevant submission deadline
• Ensure appropriate controls, policies, processes and procedures are implemented and adhered to

Job Requirements

• Degree holder in Accountancy or business related disciplines
• Desirable to pursue professional accounting qualification – ACCA/ACA/AAT
• Desirable to have gained experience in an accounting practice environment
• Excellent written and communication skills, with strong ability to plan ahead and organise themselves
• Analytical structured mind set with ability to follow and build upon existing processes and ensure data is        maintained with accuracy and consistency
• Fluency in both written and spoken English is essential
• Proficiency in MS Excel and MS Word is essential, with experience of local accounting system desirable

Key results Areas & Key Performance Indicators

• 99% Data Entry completeness and accuracy into the Accounting system
• Support process enhancement initiatives and utilize existing systems
• 100%  Adherence to ISO27001 Data/information Security protocols
• Ensure timeliness and correctness of data provided to clients
• Support the report preparation and simple calculation for given client portfolio, ensures correctness of entries into the accounting system
• 100% timely and accurate personal time writing and productivity in line with personal target

Critical competencies for success

Operational 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 how immediate team interact with other teams to deliver results
• Understand and apply TMF’s code of conduct and values

Leadership & Resource Management

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

Interpersonal Skills

• Responds to and anticipates client needs in a timely and professional manner
• Listens actively, considers people’s concerns or feedback 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

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Key Responsibilities

• Act as a main client contact from TMF for global clients
• Responsible for building and maintaining relationships with key service/functional owners on client accounts and being the main point of contact for the client for day-to-day delivery matters 
• Understand the client contracts in detail (including the scope and local delivery models) 
• Accountable for Quality of Delivery (SLA performance)
• Participate in the handover process from the Implementation and On-boarding team; ensure that the right documentation is in place and up to date when a client is transferred and that all process changes are properly documented to the BAU stage
• Responsible for managing and overseeing escalations/delivery issues in the countries which should be identified so corrective plans can be agreed upon with the local offices
• Set up reporting frameworks with the teams which cover monthly billing reports, the monthly service delivery calendar, and change request note tracker, plus KPI performance reports
• Manage CRN process - identify where changes to scope are required relating to existing service lines and location, then define, price, and negotiate the necessary changes by gaining input from local teams and the relevant client contacts
• Hold regular business reviews with the client to ensure delivery to their P&L, providing them with regular data on KPI delivery and any other relevant information
• Hold regular internal business review meetings with local offices to identify performance and any improvements
• Manage the annual contract review by ensuring the scope of the contract remains relevant in all areas both in terms of scope, volume, and pricing
   

Ideally, you match the following criteria:

• Bachelor’s degree
• Experience in the area of HR & Payroll is highly desirable
• Great English skills - written and oral communication
• At least 5 years, of experience working in a client-facing environment, with a good track record of delivering services
• Experience with Project Management principles; able to identify key deliverables/structure key activities into work assignments; plan timing and work, monitor progress; priority setting/adjust appropriately to changing demands
• At least 4 years of experience managing against a commercial contract – understands the SLAs and SLGs and definitions of scope as applied to pricing
• Experience managing complex BPO/Professional Services delivery on a regional or global basis
• Extensive experience growing and managing client relationships
• Demonstrated results in Service Level Agreements (SLA) metrics and measures
• Self-organization/time management: can organize and execute tasks within a specific timeframe; can deliver outstanding work to tight deadlines and manage a diverse workload; pays attention to detail and delivers high-quality work products
• Ability to collaborate and drive change in an international matrix environment across a broad set of cultures and business practices. Flexible and able to thrive in fluid environments, without the need for rigid structure
• Able to travel internationally when required meeting Clients face to face