Senior Administrator, Real Estate – Jersey
Role Summary
Acting as Senior Administrator within the Altum Group, having responsibility for the provision of administrative support and relationship management to an established and varied client portfolio with standard levels of transactions. Undertaking more complex and/or significant transitions in the portfolio under the direction of your designated superiors.
Providing support to designated superiors and the wider team in relation to complex transactions, inclusive of overview and summary of transactional documents. Working with Altum’s onboarding team to oversee the onboarding of new clients alongside the supervision of your designated superiors.
Actively contribute to the team meetings and provide constructive feedback to superiors in relation to any junior members of the team, and assisting superiors in the junior team members probation, annual appraisal and development process.
As a key part of Altum’s first line of defence, ensuring you follow relevant policies and procedures and highlight any unusual or suspicious matters in your client portfolio.
Key responsibilities
- Working closely with your superior to provide quality and efficient service to a varied portfolio
- Administration of varied client portfolio undertaking general administration with minimal supervision by your superior
- Supervising junior members of staff and delegating tasks on your portfolio
- Liaison with clients, client advisors and bankers on administrative matters
- Liaising with 3rd parties such as lawyers, auditors, property and investment managers as required
- Prepare general emails and letters for review
- Ensure timely filing of documents in line with group policy
- Maintenance of corporate records and respective database administration
- Co-ordination of meetings; hold and take minutes for meetings
- Transaction management such as the acquisition/disposal of property and re-financing
- Collation of due diligence and customer take on procedures
- Maintain and monitor task list to ensure completion of work on a timely basis
- Liaising with the accounts team to ensure client deadlines are met
- Provide general team administration assistance as required
- Perform other duties as necessary to support the administrative team and wider business and generally act in the best interests of the division by supporting team members
- Ensure accurate and timely recording of personal time in line with group procedures and agreed recoverability
- Review of underlying teams time recording ensuring accuracy and adherence with group procedures and agreed recoverability
- Reviewing of WIP on client portfolio ensuring any ad hoc fees are considered
- Oversight of WIP review on junior members client portfolios ensuring any ad hoc fees are considered
- Review of invoices and circulation to client
- Understanding that you are part of Altum’s ‘three lines of defence’ risk model and following policies and procedures relevant to your client portfolio as needed
- Highlighting any unusual, unexpected or suspicious activity on your client portfolio
Skills, knowledge, and expertise
- 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