Corporate Services Administrator

JOB TITLE: CORPORATE SERVICES ADMINISTRATOR

Employee name:

Division: CORPORATE SERVICES DEPARTMENT

Reports to: Team Leader/Department Head

Date:

JOB STATEMENT:

1. Perform all corporate services functions in relation to the designated portfolio of companies, as outlined in the Procedural Guidelines.

2. Liaise with clients, law firms, government offices, courier service providers, Registry of Corporate Affairs, intermediaries, marketing professionals and other interested parties to ensure client instructions are performed efficiently and accurately.

3. Provide an excellent customer experience by adhering to the organizations established core values – Responsiveness, Attention to Detail, Personalized Service and Reliability.

4. Maintain relevant up to date knowledge, clear understanding and application of applicable legislation, processes and policies.

5. Respond promptly and effectively to service inquiries, concerns and complaints from clients and referral offices.

6. Be able to offer suggestions to improve procedures and enhance the overall customer experience.

7. Resolve day-to-day service and staff issues which arise with direction from leadership, as required.

ESSENTIAL FUNCTIONS:

1. The Employee shall always comply with and observe all Anti-Money Laundering and Counter Terrorist Financing policies and procedures stated in Trident’s Compliance Manual.

2. Review frequently and maintain working knowledge of the provisions of the AML Regulations, AML Code, the Business Companies Act, the organization’s IT Policy, GDPR Policies and Economic Substance Legislation which are relevant to the discharge of the essential functions stated in this job description.

3. Conduct file review and customer due diligence (or enhanced due diligence) checks upon assignment of each job.

4. Request and obtain any outstanding customer due diligence prior to completion of any assigned job and the dispatch of any corporate documents.

5. Report suspicious transactions to your supervisor or to the MLRO.

6. Liaise with clients, law firms, government offices, courier service providers, the Registry of Corporate Affairs, local Agents, intermediaries, marketing professionals and other interested parties to ensure client instructions are performed efficiently and accurately.

7. Prepare resolutions, consent actions, and other corporate documents, accurately.

8. Attend to tasks assigned by leadership.

9. Arrange filing of various documents in VIRRGIN within the applicable timeframes.

10. Respond in a timely and professional manner to clients’ requests and queries via email and telephone and ensure that all e-mails are answered within 24 hours.

11. Pick up links, print and bind Memorandum and Articles of Association in a timely and efficient manner.

12. Prepare and upload documents to incorporate companies in VIRGGIN.

13. Ensure that the information provided is in accordance with the companies’ files including the Memorandum and Articles of Association for Liquidations, Transfers, Abandonments, Voluntary Strike-Offs, or any other related document/service.

14. Arrange for the submission of publications to the local paper and BVI Gazette, as necessary.

15. Ensure that company names are input into the CAPS system exactly as reflected on the Resolutions for the transfer in of companies and that the names are amended as needed upon receipt of the VIRRGIN confirmation.

16. Ensure that Registry links are saved daily upon receipt and that they are not allowed to lapse.

17. Arrange for the review and completion of documents.

18. Request, review and follow-up on due diligence documents prior to forwarding for final compliance review and approval, as well as to ensure that due diligence requirements are met prior to the acceptance of transfer ins.

19. Create accurate invoices for services rendered to the clients.

20. Review job inquiry to ensure that work is not being conducted for companies that are being liquidated or transferred out.

21. Ensure that licence fees received are paid via VIRRGIN prior to the transfer out of a company.

22. Request authorisation from the referral offices and client of records, as applicable, before proceeding with requests.

23. Ensure that all outstanding invoices are settled before proceeding with requests.

24. Update the referral offices, Agents and Clients regularly as per the Procedural Guidelines.

25. Ensure that liquidations are not finalised for companies with outstanding amounts or assets that have not been distributed.

26. Arrange for the dispatch of documents via hand, courier and air mail within the timeframes outlined in the Procedural Guidelines.

27. Ensure that a summary of any telephone discussions is placed in job progress.

28. Provide invoices to other Agents in the BVI as needed; always ensuring that Trident’s client details are removed.

29. Send reminders to referral offices, local Agents and clients of records on pending matters that require responses, as per the timeframes outlined in the Procedural Guidelines.

30. Ensure job assignments are completed in a timely manner as per the appropriate Procedural Guideline.

31. Review the Company’s scanned documents periodically and finally prior to the closure of jobs.

32. Perform general clerical duties to include but not limited to photocopying, scanning, filing etc.

33. Prepare accurate weekly reports to include jobs that were finalised during the respective week.

34. Daily update timecards, ensure proper utilisation of CAPS including, regularly picking up job numbers, scanning, linking and saving documents, as per procedures, and updating job activity in CAPS.

35. Arrange to have cheques and vouchers signed and daily submitted to the Internal Accounting Department.

36. Provide coverage for any colleague who is absent from the Division, as required

Perform any related duties as assigned by the Team Leader or Department Head.

JOB SPECIFICATIONS:

1. Degree in a business-related field or some experience in the Financial Services Industry.

2. Ability to communicate clearly, both orally and in writing.

3. Ability to work under pressure, work independently and to be organized.

4. Ability to maintain a professional, positive and enthusiastic attitude when dealing with clients and colleagues. Readiness to respond positively to instructions and procedures.

5. Ability to multi-task and handle numerous assignments simultaneously.

6. Good problem-solving skills.

7. Considerable knowledge of the workings of the Registry of Corporate Affairs.

8. Considerable knowledge of the BVI Business Companies Act and ancillary legislation.

9. Demonstration of teamwork and adherence to the organization’s rules.

In addition to the above essential duties and responsibilities, this role includes other duties as assigned. This job description is not intended to be all-inclusive, and the employee will also perform other reasonably related business duties. This job description does not constitute a written or implied contract of employment.

Compensation
An attractive compensation package is available and will be based upon the successful candidate’s relevant experience and overall suitability for the position.

EQUAL EMPLOYMENT OPPORTUNITY
Trident Trust provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.