Team Leader - Fund Administration & Investor services

JOB SUMMARY

Under the direction of the reporting lines, the Team Leader is responsible for the administration and supervision of private equity fund structures.

In line with the set quality standards, the Team Leader acts as the quality controller by undertaking thorough reviews of client files and transactions prior to delivery. On the advisory front, the Team Leader ensures that solutions provided to clients are appropriate, compliant, and as per company standards. The latter actively supports the Manager and Head of Fund & Investor Services in driving the team by effectively coaching, motivating, training and ultimately retaining employees.

KEY RESPONSIBILITIES

• To ensure Clients' satisfaction and delivery.
• To be the point of contact for clients as appropriate.
• To liaise with clients and other parties on technical matters.
• To attend to queries of new and existing clients including funds and other structures.
• To monitor and chase debtors recovery and able to track additional services for extra billing.
• To promote positive attitude and develop team spirit.
• Perform a series of critical supervisory functions that include, but are not limited to the following:
  • Train, guide, and coach team members on technical aspects of the job to ensure readiness to deliver work;
  • Assign and monitor task of each team member to ensure a fair balance of workload and timely delivery;
  • Review work of team members and take corrective measures as necessary to ensure high quality output;
  • Assist Manager and Head of Fund & Investor Services in conducting performance reviews of fund administrators/accountants and other juniors;
  • Monitor client feedback/complaints and take the lead in resolving issues of varying complexities promptly, in order to the provide them with an improved quality and high standard of service;
  • Ensure that the 24 hours policy is complied with in respect of clients response;
  • Ensure a hassle free and productive board/client meeting by directing the team to proactively plan, organize and coordinate all pre-meeting information and documentations;
• To work on incorporation of Funds, CIS Managers, Investment Advisers and other licensees, GBC 1 entities and Authorized Companies and to liaise and follow up with relevant authorities.
• Proactively resolve clients issues and escalating as required.
• Prepare quotes and pitches for new business.
• To prepare and/or monitor the organization of Board, Committee and Shareholders meetings and ensure that notice and agenda and Board packs are properly drafted and sent to clients and attending Board meetings as required.
• To draft and/or review minutes of meetings and resolutions including coaching of junior staff with minutes drafting skills.
• To give support to staff in organizing and maintaining of statutory records.
• To perform and/or help staff in administrative and company secretarial duties on behalf of clients.
• To ensure and/or monitor that proper filings, scanning of statutory files and updating of information on system are being done.
• Ensure compliance with internal systems, procedures and processes.
• To be well versed with capital call/distribution workings and provide assistance with equalization and capital re-balancing workings.
• Circulate quarterly management accounts / capital account statements to investors.
• Assist the accounting team for the finalization and filing of annual audited financial statements.
• To handle and/or assist Manager/Assistant Manager in coaching junior staff.
• To follow internal procedures and deliver according to clients SLAs and to perform any other related duties.
• To ensuring that all entities are in compliance with all relevant laws, licensing conditions, regulations and guidelines and that deadlines are met.
• Any other cognate duties that may from time to time be required which are appropriate to the role and business requirements.
• To ensure accuracy and quality checks on all deliveries by the team.

    BROADER CONTRIBUTION 

• Support the Manager and Head of Fund & Investor Services in driving cross selling initiatives through networking, events, social gatherings to entertain clients, aiming to foster and maintain business relationships.
• Develop, nurture, promote and maintain an active communication with clients, stakeholders, team members by maintaining regular contact or conducting regular meeting with the parties as applicable;
• Engage with subordinates in a cordial manner to ensure a motivated workforce, thus, contributing to creating and sustaining a healthy work culture;
• Adopt a collaborative approach in managing subordinates and display empathy in coaching and guiding the team to perform optimally;
• Cultivate a positive reinforcement attitude towards team members by providing constant constructive feedback, on the job recognition/appreciation for achievements and display tact when taking corrective measures;
• Contribute to the overall company's training initiatives by preparing resources and facilitating training sessions on relevant topics, thus adding value in shaping a competent workforce;
• Perform any other mutually agreed functions and responsibilities.

KEY REQUIREMENTS

• Either a Degree in Law and Management, Management, Business Administration, or a Professional Qualification (ICSA/ACCA/STEP);
• 6+ years of working experience within the offshore sector with at least 2 years experience in a supervisory role;
• Comprehensive knowledge and understanding of;
  • Legal and Regulatory framework, including Codes, FIAMLA Act, GBC, AC and KYC Standards;
  • Company Secretarial duties and Board matters;
  • Corporate and Trust Administration Functions, Compliance and Good Governance principles;
• An excellent mastery of the regulatory laws involved in servicing a variety of clients with portfolios of various complexities.

KEY SKILLS

• Excellent company secretarial skills with the ability to draft and review complex resolutions, minutes and other relevant documents;
• Critical thinker and doer with the ability to solve complex problems and take challenging and effective decisions;
• A fluent and tactful communicator able to converse in both English & French, orally and in writing;
• Is agile, autonomous, self-disciplined and can productively work remotely;
• Has a positive attitude with excellent people skills;
• Has the ability to promote cohesion and team spirit;
• Inspires respect and display emotional intelligence in handling conflicts;
• Shows integrity and transparency at all times;
• Has excellent customer service skills;
• Has strong planning, organizing, and coordinating skills backed by sound time management skills;
• Is highly accurate and attentive to detail and focus on delivering excellent services at all times;
• Can juggle between priorities and multiple assignments efficiently to deliver within set deadlines;
• Has the ability to motivate and drive the team to efficiently deliver;
• Is a team player with the ability to promote cohesion and team spirit;
• Is autonomous, self-disciplined and can productively work remotely;
• Can operate in a fast moving, demanding and high-pressure environment.