Job purpose

Assist the Trust team in providing a high-quality administrative service to a diverse portfolio of client structures with timeliness and efficiency.

Key responsibilities:

Operation

Understanding and contribute to achieve team responsibilities and goals.
Carrying out day-to-day transactions for trust clients which established in multiple jurisdictions ensuring adherence to procedure and workflow. The tasks are including but not limited to:
- Monitor the group mailbox for incoming task and consider if supporting documents require to be prepared for those transaction that RDC has been copied-in in email by File Manager / Administrator.
- Assist in getting all documentation of the files in order, including preparation of documents that were not found or not prepared earlier.
- Prepare Trustee / Director resolutions/minutes, Deed and Agreement as and when required.
- Assist in the monitoring of cash/bank accounts/assets movements of the Trust where required including preparation of asset summary.
- Compile bank statements/advices and upload into Shareportal.
- Assist in completing any Bank Forms (CRS and FATCA matters) related to the Trust and/or Underlying Companies' accounts.
- Prepare and arrange statutory filings and liaise with Registered Agent.
- Assist in annual compliance review.
- Any other incoming task received.
All emails must be stored in Viewpoint promptly according to standard data convention and arranging all client files into safe custody.
Updating client database in accordance with standard data convention assist with maintaining data integrity.
Assist in periodic review of files ensuring due diligence documentation are in order, all transactions properly supported by documentation and compliance.
Assist in ensuring trust accounts and/or bookkeeping are up to date coordinating with client accounts department to clear any outstanding accounts issues on a timely basis including preparation of adoption documents.
Liaising and / or coordinating with external / internal service providers (e.g. Auditor, Treasury Operations, Client Accounting) in relation to trust activity.
Liaising with colleagues from other offices in relation to trust activity.
Apply and promote ViewPoint or SSRS or system recommended tools to ensure efficient work procedure.
Ensure you continuously update yourself and are familiar with the relevant documentation / template of the Team.
Work with and contribute to Company / Group / Improvement Team initiatives to improve productivity of the department.
To perform any other functions as the management may see fit.

Client/Business Partner servicing responsibilities

To render sound advice to File Manager / Administrator in particularly, matters related to in-house compliance, or any concern which require their attention and action.

Ad-hoc Service

To work with the team on the ad-hoc project in order to meet the deadline given with advice from Supervisor.

Job specific requirements:

Possess at least a Professional Certificate (STEP /ICSA) or a Degree holder (with knowledge of trust/company secretarial/offshore companies preferred).
Minimum 1-2 years of related working experience in office administration and operation (practical trust administration experience in professional or reputable financial companies preferred).
Those with experience working in a banking environment especially in backend processing are highly encouraged to apply.
Potentials candidates with relevant exposure in legal practice are also encourage to apply.
Good in both written and spoken English.
Proficiency in MS applications including Chinese word-processing (optional).
Ability to communicate in Cantonese or read in Chinese (optional).

Job specific competencies

Soft skills:

Fast learner
Good interpersonal skills
Prompt delivery of tasks assigned
Problem solving

Technical Skills:

Good communication skills both writing and verbal
Good time management skills
Meticulous, multi-task and work independently in a fast-paced working environment.

trustee , agreement, Treasury Operations, Viewpoint, Client Accounting, Crs, Auditor, Ssrs, fatca , Cantonese, Ms Applications, Director

Associate, Trustee Services (Support HK Market)