Senior Gem Administrator

6 months ago

Doha, 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 co-ordination of conference calls; and
- Channelling of communication to appropriate destinations.

**Service delivery**
- Ensure that new clients have been on-boarded 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 in-house shelf companies and maintain a suitable stock;
- Co-ordinate, file take over & system set-up 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;
- Co-ordinate 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;
- Co-ordinate 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_**
- Co-ordinate the registration process of Trust Deeds with QFC;
- Co-ordination 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;
- Co-ordinate 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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