Senior Gem Administrator

2 weeks ago

Doha, Baladīyat ad Dawḩah, Qatar TMF Group Full time

Job no: 565730

Work type:
Full time

Location:
Doha, Qatar

Categories:
Administration, Entity Management

Office Location:
Doha


TMF Fund Services is an independent alternative fund administrator with over two decades of experience in providing an extensive range of services, coupled with a very personal approach.

We combine our technology, expertise and global infrastructure to deliver a customized package of services to our clients.

These include:
Fund Accounting, Investor Services, Portfolio & Managed Account Services, Depositary and Corporate Services.

Purpose
The Senior GEM Administrator is primarily responsible for providing support to clients and TMF Officers & Directors.

As a Senior GEM Administrator, you will be expected to guide clients, Client Liaison Officers and administrators on the day-to-day management of their entities and active structures which require company secretarial and/or corporate governance oversight.


Key responsibilities:

Under the supervision and guidance of the Manager, the Senior GEM Administrator is primarily responsible for ensuring the effective and efficient delivery of TMF's company and trust administration services including:

Client liaison and relationship management

  • Build and maintain strong relationships with all clients and their key members of staff;
  • Communicate, both internally and externally, on all related company and trust matters and build and enhance relationships with both existing and new client base;
  • Respond to related client enquiries within agreed upon time frames and quality and compliance standards;
  • Be a primary point of contact for clients and various third parties entity management;
  • Arrange for signature and timely return of documents received from clients;
  • Liaise with clients to schedule meetings and resolve diary conflicts as required;
  • Telephone management and coordination of conference calls; and
  • Channelling of communication to appropriate destinations.

Service delivery

  • Ensure that new clients have been onboarded effectively and in line with internal policies; and that all outstanding matters is resolved timeously;
  • In conjunction with the Manager, define the entity management service delivery standards and provide the required support to all directors and officers in the execution thereof;
  • Plan the annual service delivery for the allocated client portfolio;
  • Execute and/or ensure that all deliverables are delivered timeously and according to agreed quality standards monthly;
  • Define, implement and maintain record keeping processes relating to client information;
  • Identify service delivery issues, requirements or areas of underperformance and take the necessary action to resolve; and
  • Provide input on how to improve service levels.

_Company administration_

  • Incorporate inhouse shelf companies and maintain a suitable stock;
  • Coordinate, file take over & system setup of externally registered shelf company(ies);
  • Identify and ensure compliance with the latest company legislation applicable to client entities and ensure adherence to best Corporate Governance practices;
  • Coordinate all meetings including but not limited to the AGM's, Board meetings, Audit Committee meetings, Social and Ethics Committee meetings, etc., as required;
  • Prepare board packs, including attendance register, agenda, etc., as required;
  • Prepare and circulate minutes of meetings where required;
  • Coordinate and review externally drafted minutes, resolutions, transaction documents, board packs, etc. and ensure timely distribution;
  • Attend to the drafting of board and shareholder resolutions as required;
  • Submit, communicate and monitor all required QFC/MoCI documentations, including, but not limited to, annual returns and company changes;
  • Upkeep and maintain company statutory records, both electronic and hardcopy (where required);
  • Prepare and facilitate company secretarial audits;
  • Prepare register of all client transaction documents and maintain appropriate and complete electronic file(s);
  • Report on the status of tax and Annual Financial Statement filings;
  • Create (if required) and maintain client company letterheads; and
  • Draft client requests and/or formal letters on client letterhead as required.

_Trust administration_

  • Coordinate the registration process of Trust Deeds with QFC;
  • Coordination of trustee meetings, including trustee packs and minutes;
  • Where required, compile trustee packs;
  • Draft the necessary resolutions;
  • Upkeep and maintain trust statutory records, both electronic and hardcopy;
  • Prepare and facilitate external audits;
  • Report on the status of tax and Annual Financial Statement filings;
  • Coordinate and review externally drafted minutes, resolutions, transaction documents, trustee packs etc. and ensure timely distribution;
  • Create (if required) and maintain trust letterheads; and
  • Draft client requests and/or formal letters on trust letterhead

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