Company and Trust Administrator

We are looking for a Company and Trust Administrator in our Isle of Man office.

Job description

1. General
To administer a portfolio of client entities to a high professional standard. To work with and generally co-operate with all members of your team and with the other departments within the organisation with the aim of ensuring that all clients’ requests are dealt with in a timely and professional manner. Provide general support and assistance to the Client Portfolio Manager.

2. Existing Client Enquiries
To respond to existing client enquiries and provide quotes for specific work requested as and when required.

3. New Client Enquiries
To respond to new client enquiries in the absence of the New Business Assistant or when deemed appropriate to do so.

4. Due Diligence & Anti-Money Laundering provisions
To develop and maintain awareness of due diligence requirements and anti-money laundering provisions within the organisation and ensure proper compliance with the same.

5. Name Checks and Reservations
To submit applications to the Companies Registry or request agent to apply for name approval and reserve names, as appropriate, in all jurisdictions.

6. Incorporation & Structuring of Companies and Establishment of Trust
To arrange the incorporation of companies in all jurisdictions and the establishment of trusts. To attend to structuring of incorporated companies and trusts for designated clients including preparation of all documentation required internally and externally.

7. New Clients
To liaise with the Business Development Team with regard to the ongoing administration of companies and trusts sold to new clients.

8. Review of New Companies’ Ongoing Requirements
To receive, review and sign off the New Company Checklist following preparation of the transfer
documents and to ensure that all ongoing/pending matters are diarised and/or dealt with accordingly.

9. Preparation of Additional Documents Requested by Clients
To prepare and/or obtain Powers of Attorney, Certificates of Good Standing, Certificates of Incumbency, certified and/or legalised documents, additional resolutions and any other documentation requested by clients.

10. Annual Returns and AGM’s
Where ILS provide company secretary or on a client’s specific request, to attend to the preparation and filing of Annual Returns and the preparation of AGM minutes for relevant jurisdictions.

11. Filing and Tax Deadlines
To monitor and remind clients of deadlines for the filing of Annual Returns and the payment of taxes in all jurisdictions to ensure that penalties are not unnecessarily incurred by either ILS or ILS’s clients.

12. Day to Day Administration of Client Companies & Trusts
To attend to alterations to company structure including the appointment and resignation of officers, allotment and transfer of shares, issue of share certificates, changes of company names, alteration of share capital and/or Memorandum and Articles of Association. Attending to the preparation and filing of all related documentation and liaising with client, agent and Companies’ Registries as necessary.
Corresponding with trust protectors to ensure the correct management of trusts, attending to distributions from trust funds and review and consideration of transactions. Consideration of investment opportunities and liaising with brokers/investment managers to facilitate trades, consideration of beneficiary loan requests and attending to payments. To review trust instruments and powers to ensure that breaches of trust do not occur. Preparation of supplemental deeds, liaising with advocates for trust advice and with tax advisors. Reconciliation of trust bank accounts in accordance with the Rule Book and the trustees’ direction. To attend to the termination of trusts.
To ensure that bookkeeping records are maintained or annual accounts prepared for both companies and trusts as appropriate under ILS policy.

13. Opening, Operating and Administration of Bank Accounts
To open bank accounts as required and, where ILS provide directors and signatories, to ensure that the accounts are operated and instructions dealt with efficiently. To act as a ‘B’ signatory on client company/trust bank accounts and to ensure same are operated in accordance with ILS policy. To keep cash sheets on all ILS controlled accounts where appropriate. To ensure that all bank account details are entered on ViewPoint.

14. Contracts and Agreements
Where ILS are directors or trustees, to review all contracts and agreements for signature and be able to provide a summary of its content to the signing director(s) or trustee. To prepare appropriate minutes or resolutions of the authority of the directors or trustee in respect of the same.

15. Files
To open files for correspondence, statutory documents, bank related items and clients as and when necessary. To ensure the good order of such files and to open new files when old files become full and cumbersome.

16. Closure of Defunct Companies
To follow the correct procedure and arrange for the proper closure and archiving of files as necessary.

17. Company Searches
To arrange company searches in any offshore jurisdiction for existing clients.

18. Invoicing, Credit Notes,ViewPoint Billing andViewPoint Time and Disbursements Systems
To prepare normal invoices for any special or fixed fees agreed with clients. Alternatively to ensure that the correct amounts of time, fixed fees and disbursements are entered onto the ViewPoint systems for later invoicing by the Invoicing Clerk. To prepare credit notes where an error has been made or new fees have been negotiated with the client.

19. ViewPoint
To ensure that all records are kept up to date for all clients and companies on both the ViewPoint Administrator and ViewPoint Billing systems.

20. Systems and Procedures
To maintain awareness of the organisation’s general systems and procedures on an ongoing basis.

21. ILS Products & Services
To develop and maintain knowledge of the corporate products, services and fees offered to clients by ILS.

Your Specialist
Vicky Kinrade
Fiduciary Services Manager
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