Senior Administrator – Family Office, South Africa

Role summary

We are seeking an experienced and highly motivated Senior Administrator to join our Family Office team in Cape Town. This role offers the opportunity to work within a dynamic and professional environment, reporting to senior leadership based in Jersey and South Africa.

​The ideal candidate would have an LLB degree, be an Admitted Attorney and have at least three years of relevant experience in family office, private client fiduciary or complex corporate and trust administration in a similar organization.

​The candidate should demonstrate strong leadership capabilities and the ability to operate independently is essential, as the role involves the guidance and development of junior staff in the South African and Jersey office.

​​​Key responsibilities

• Building a detailed understanding of client portfolios, company and entity specific requirements;
• Work with the wider Jersey/South Africa Family Office team to plan, coordinate and complete all regulatory obligations and client agreed deliverables;
• Establish, build and maintain strong relationships and networks with both internal, cross jurisdictional and external contacts;
• Delegating tasks to Administrators and providing performance feedback to support the Assistant Manager in staff development;
• Report any identified issues and risks, including legal/regulatory matters and client complaints, to senior management promptly;
• Prepare and maintain accurate company and entity information profiles;
• Ensure timely filing of documents in line with group policy;
• Act as point of contact for clients, directors and intermediaries such as lawyers, auditors, bankers and investment managers as required;
• Facilitate various company/entity transactions, including payments; investments, asset acquisitions, restructurings and share transfers, ensuring all actions comply with relevant legal and internal policies;
• Obtaining client, investor and third-party due diligence and KYC;
• Deal with the liquidation/termination of companies and other corporate entities;
• Assist with arranging distributions to shareholders and documenting the same;
• Ensure service delivered meets company policy and/or service level agreement;
• Identify opportunities to improve operational efficiency and contribute to the development of best practices within the team;
• Contribute to any relevant tasks arising out of on-going projects;
• Manage and supervise several administrators, overseeing and reviewing team adherence to internal policies, controls and systems, including meeting any internal deadlines;
• Act as a source of guidance to junior team members;
• Maintain and monitor team workflows;
• Provide accurate and timely monthly reports of key management information to Management or as required;
• Support the Assistant Manager in implementing team strategies, ensuring quality control, and maintaining high standards of service delivery across the team;
• Coordinate client and board meetings and ensuring that company secretarial duties are fulfilled;
• Review minutes/records prepared by Administrators;
• Ensure that all compliance and mandatory training is completed within required timeframe;
• Record time daily and accurately;
• Ensure strict adherence to data protection regulations and internal confidentiality policies, safeguarding all client information and sensitive data from unauthorized access, disclosure, or misuse;  and
• To act in accordance with all legal and regulatory requirements affecting the company or entity and ensuring that Altum’s Policy and Procedure is always adhered to.​

Skills and experience

• Hold a professional qualification – LLB and Admitted Attorney;
• 3 years of relevant industry/specialist experience in the administration of companies and other corporate entities;
• Excellent attention to detail and high levels of accuracy;
• Proficient in managing competing priorities and time to meet deadlines;
• Undertake the administration of complex structures with minimal supervision;
• Strong working knowledge of corporate law, regulatory filings and board governance processes;
• Proficient with minute taking;
• Ability to motivate and influence junior team members;
• Manage and supervise several administrators, overseeing and reviewing team adherence to internal policies, controls and systems, including meeting any internal deadlines;
• Proactive problem-solver with a solution-oriented mindset;
• Excellent communication, organization and managerial skills;
• Working knowledge of various jurisdictions’ legal and regulatory requirements;
• Experience acting as a point of contact with internal and external stakeholders;
• Experience attending to company/entity updates on the Jersey Financial Services Commission and equivalent regulatory bodies;
• Combination of accounting, taxation, legal, investment, corporate and commercial experience;
• Should be fluent in English and attend to all correspondence in English;
• Experience keeping accurate record of time to ensure alignment with fee arrangements; and
• Excellent technical and computer literacy, especially utilizing various software to maintain internal and statutory company/entity information.