Senior Administrator, Family Office – Jersey

Role summary

Acting as Senior Administrator within the Altum Group involves responsibility for providing administrative support and managing relationships with an established and varied client portfolio with standard levels of transactions. Undertaking more complex and significant transitions in the portfolio under the direction of designated superiors. Providing support to designated superiors and the wider team in relation to complex transactions, including overviews and summaries of transactional documents. Overseeing the onboarding of new clients and collation of initial KYC documentation under the supervision of designated superiors. Responsible for maintaining up-to-date task lists for the client portfolio, reporting on outstanding matters at team meetings, working closely with superiors, overseeing the day-to-day task management of junior team members, and providing basic training and technical support where necessary. Actively contributing to team meetings and providing constructive feedback to superiors regarding junior team members, assisting superiors in the probation, annual appraisal, and development processes.

Key responsibilities

• Working closely with superiors to provide quality and efficient service to a varied portfolio.
• Administration of a varied client portfolio, undertaking general administration with minimal supervision.
• Supervising junior staff members and delegating tasks within the portfolio.
• Liaison with clients, client advisors, and bankers on administrative matters.
• Liaising with third parties such as lawyers, auditors, property and investment managers as required.
• Preparing general emails and letters for review.
• Ensuring timely filing of documents in line with group policy.
• Maintenance of corporate records and respective database administration.
• Coordination of meetings, including holding and taking minutes.
• Transaction management, such as the acquisition/disposal of property and refinancing.
• Collation of due diligence and customer onboarding procedures.
• Maintaining and monitoring task lists to ensure timely completion.
• Liaising with the accounts team to ensure customer deadlines are met.
• Providing general team administration assistance as required.
• Performing other duties to support the administrative team and wider business, acting in the best interests of the division by supporting team members.
• Ensuring accurate and timely recording of personal time in line with group procedures and agreed recoverability.
• Reviewing underlying team time recording to ensure accuracy and adherence to group procedures and agreed recoverability.
• Reviewing WIP on client portfolios to ensure any ad hoc fees are considered.
• Oversight of WIP review on junior members’ client portfolios to ensure any ad hoc fees are considered.
• Reviewing invoices and circulating them to clients.

Expected skills / experience

• Minimum 3 years’ experience in the finance industry.
• Provision of mentoring support to underlying team.
• ​Developing and coaching underlying team on a one to one basis.
• Maintenance of mandatory AML training as required.
• Attendance at any additional training provided by Altum Group.
• ​Studying towards a professional Table 4 qualification such as ICSA or equivalent.