Apex Group

Description

Client Officer

Apex 12 Castle Street, St Helier, JE2 3RT Jersey

Summary of role and reporting line

To provide trust and company administration services, including proactive client contact in a professional manner and in accordance with regulatory requirements, service levels and company standards so as to meet with client expectations.

To administer a portfolio of clients, competently and autonomously with the necessary support of other members of the team.

If appropriate, to take responsibility for the training and development of a trainee administrator to help develop their skills, career and promotion expectations.

Competently carry out duties in a professional manner and in accordance with regulatory requirements, service levels and company standards so as to meet with business expectations, with the support of other members of the team, when required.

Job Specification

DUTIES & RESPONSIBILITIES:

People

• Where relevant assist with the mentoring and guidance of less experienced colleagues, providing feedback and input to appraisals where required;
• Work together as a team, participate in open communication and contribute in meetings, supporting colleagues with a ‘can do’ positive attitude and approach;

Revenue & Growth

• Maintain accurate reports of time spent on time billing modules, on a daily basis;
• Work effectively and efficiently, and ensure all time charged is reasonable and justified; where appropriate guide others to do the same;
• Meet centrally defined, chargeable time requirements and any other grade specific targets;
• Identify when clients, within allocated portfolios should be billed and to work with the Manager responsible to raise an accurate fee note when necessary;
• Develop relationships with clients and intermediaries in relation to own portfolio

Risk & Compliance

• Ensure knowledge of, and compliance with, Apex’s policies and procedures as amended from time to time.
• Demonstrate a good understanding of relevant legal and regulatory requirements and responsibilities;
• Ensure that all weaknesses / incidents identified in relation to service delivery are reported to a Manager, recorded and the necessary actions are implemented;
• Maintain awareness of risks involved in administration activity and clearly understand risks involved in activities carried out and with respect to own client portfolio;
• Drafting and preparation, or working with others to prepare, relevant documentation (compliance files, minutes, forms and documents for the JFSC) and systems (Dynamics, banking systems) for the set up and closure of entities;
• Ensure all company / trust / partnership records and statutory registers are properly maintained and updated on a timely basis in the relevant systems;
• Accurately and on a timely basis prepare letters, minutes, and banking instructions on the different banking systems used by the Company; Prepare all necessary returns / reports to the various authorities, including annual returns, regulatory returns, and any other ongoing statutory obligations;
• As required to carry out all other company secretarial and trustee activities in compliance with legal and regulatory requirements;
• Undertake and/or clear client reviews, including investment reviews, using appropriate checklists, and within agreed timeframes.

Client Service

• Take responsibility for own performance and assist wider team, maintain awareness of client requirements and expectations by liaison with clients, dealing with any negative feedback and escalating to the manager / senior manager to agree, and assist with the appropriate actions, providing a service that is in line with clients’ expectations and agreed service levels;
• Consistently produce high quality work, with a right first time approach, by producing all client reports (letters, emails, faxes, statements, investor information etc) to a high standard of accuracy, using approved templates in accordance with agreed service levels;
• To build relationships with intermediaries, third parties and identify key client contacts so as to be seen as the first point of contact;
• Develop an understanding of all accounts and accounting functions, ensuring all relevant accounts are reconciled, discrepancies are resolved in a timely manner, and accounts are produced to deadlines set; Initiate accounts preparation guides (APG) / accounts request form, when necessary on client base and ensure that all information and documents are attached;
• To assist where required or take responsibility for the organisation of trustee meetings/ board meetings, preparation and distribution of board packs to directors in line with Company service levels. Attendance at meetings, where necessary, including contributing within level of experience, and timely preparation of draft minutes;
• Develop technical knowledge relevant to client administration activity through internal and external training, and reading technical documentation, and able to put this knowledge into practice;

Skills Required

• Good interpersonal skills, including oral and written communication, to allow effective communication with colleagues at all levels, third party service providers and clients; Able to communicate own ideas/concerns to other members of the team/manager;
• Self-motivated and able to work as a team member, using own initiative and referring when necessary; including prioritising workloads within allocated timeframes, making decisions where appropriate and ensuring all Company procedures are followed;
• Knowledgeable about and confident in using all systems necessary for day-to-day tasks, and able to identify own training needs;
• Accounting and bookkeeping skills, with the ability to identify potential risk issues and escalate as appropriate; To understand the purpose of a set of financial accounts and competent in day to day bookkeeping and inputting;
• Very good organisational and administrative skills, with the ability to identify and suggest procedural improvements;
• Ensures that own skills and knowledge are kept up to date, meeting regulated CPD requirements;

What you will get in return:

A genuinely unique opportunity to be part of an expanding large global business

Exposure to all aspects of the business, cross-jurisdiction and to working with senior management directly

About Apex

The Apex Group is a global financial services provider with 3,000 staff across 40+ offices globally. We look to recruit bright, articulate and numerate personnel who unafraid of a challenge and are prepared to work hard and love what they do. We provide an internal training and evaluation programme that will ensure you are equipped with the right experience and qualities to work with Apex's clients.

Life at Apex isn't just about the work you do, it's about embracing the culture and loving what you do. Every employee plays a part in making Apex who we are today and the more that we grow, the more important that becomes. Whatever your career path or specialism Apex ensures it rewards loyal and dedicated employees. The international nature of our business and global network of offices means that there are opportunities to broaden your life experiences and take both short-term or permanent relocation options.

#LI-Hybrid #LI-TM1