Senior Client Administrator – Luxembourg

Role summary
The (Senior) Client Administrator will be focused on supporting the administration and company secretarial functions for a designated portfolio of clients. This role involves assisting management in maintaining accurate records of client transactions and communications, ensuring data integrity and confidentiality. The (Senior) Client Administrator will be key in the preparation and maintenance of corporate records, facilitating board and shareholder meetings, and coordinating corporate transactions. Additionally, this position requires effective communication with clients and various stakeholders to ensure compliance with regulatory requirements. The (Senior) Client Administrator will also engage in data input and maintenance of client databases, contributing to the overall efficiency of the team. This role is ideal for individuals looking to develop their skills in corporate administration and corporate governance while providing exceptional service to clients.
Key responsibilities
- Supporting Management: Working with the Assistant Manager/Manager and Team Leader to ensure efficient planning, coordination and completion of administration and company secretarial matters.
- Record Maintenance: Ensure accurate records of client transactions and communications are maintained, safeguarding data integrity and confidentiality. This includes managing shareholder registers and maintaining the CSSF communication log if required.
- Corporate Records Management: Oversee the maintenance and archiving of all corporate records, including updating registers, following up on original document deliveries, and filing updates with Luxembourg registers.
- Corporate Governance: Ensure effective management of all entities (private and corporate) from a corporate governance perspective, particularly regarding the approval and filing of annual accounts.
- Coordination and Liaison: Act as a point of contact for clients, advisors, lawyers, notaries, and government institutions, coordinating with various stakeholders, including other offices worldwide.
- Meeting Facilitation: Organize and facilitate board and shareholder meetings, including the preparation and delivery of related documentation such as convening notices, proxies, board packs, minutes, and attendance lists.
- Statutory Responsibilities: Handle statutory obligations, including filing reports, accounts, and any necessary statutory notifications.
- Banking and Payments: Handle the bank account opening process and update of bank mandates. Prepare payment instructions upon receipt of the necessary approvals, and maintain a log of payments executed.
- Document Management: File legal and other documents while maintaining electronic databases for easy access and organization.
- Data Input and Maintenance: Participate in data input and maintenance of client databases, ensuring accuracy and completeness.
- KYC Compliance: Liaise with various stakeholders to ensure Know Your Customer (KYC) processes are completed and maintained.
- Ad Hoc Assignments: Complete additional tasks and projects as assigned by management.
- Policy and Procedure Updates: Stay informed about company policies and procedures, participating in training sessions as required.
Skills, Knowledge, and Experience
- Bachelor degree in relevant field
- At least 2 – 4 years of experience in a professional office environment within financial, banking or legal industry
- Experience in opening bank accounts, company incorporations, performing compliance tasks as well as knowledge of corporate governance, relevant
- Luxembourg laws and regulatory requirements will be an asset
- Fluent in English (any other additional languages being an advantage)
- Demonstrate a strong ability to complete tasks in accordance with guidelines/instructions
- Be proficient in all MS Office and other Microsoft applications
- Must be able to work on his/her own initiative as well as part of a team
- Have excellent organizational and planning skills, with strong attention to detail
- Being able to deal with different people at different levels within the organization and outside the organization (i.e. clients)
- Dynamic, proactive, and pay close attention to details
This is an exciting opportunity to join a high performing global operational department within a vibrant company focused on growth and quality of service. You will have the chance to work on challenging and rewarding projects that will enhance your skills and knowledge. You will also enjoy a competitive salary and benefits package.
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