Details:

Unit: Corporate Services
Location: Cape Town
Introduction:
The overall purpose of this position is to provide company secretarial and trust administration services to SF clients. As well as the acquisition, capturing, dissemination and management of data to assist Relationship Managers within SF.
 
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Associate - Operational Support

PRINCIPAL ELEMENTS & ACCOUNTABILITIES

Company Secretarial and Trust Administration

• Ensure and facilitate the execution of all relevant company secretarial services for our clients including the retention and update of statutory records, maintenance of company register and minute book; registration of shares and issue of share certificates; company registrations; reservation of company name; obtaining of shelf company and assisting with relevant changes; drafting of relevant application forms, resolutions and minutes; submission to CIPC; obtaining registration documentation and preparation of certified copies for future FICA requirements;
• Ensure and facilitate the execution of all relevant trust administration services for our clients including the setup of a Trust; Amendments to Letters of Authority; Drafting of resolutions and minutes; Payment of registration fees and submission to the Master’s office;
• Ensure and assist with the execution and compliance of our best practice Trust Administration governance structures and processes.

Client take-on / Database Administration

• Assist Relationship Managers and their assistants with requests relevant to client take-on
• Communicate with clients to obtain the required FICA documentation in close collaboration with the Compliance Officer, the Relationship Managers and their assistants
• Create new client profiles and billing codes on database software
• Capture all client information and update client information with changes when necessary
• Manage closure of client profiles upon exit including archiving of records
• System monitoring to identify duplications and ensure data integrity
• Management and retention of clients’ data and documents in physical and electronic form
• Continuously review process and drive implementation of improvements

Account opening

• Facilitate and ensure the opening of clients’ accounts with internal and external service providers by ensuring:
- Completion and submission new account opening forms along with relevant compliance information;
- Liaise with service providers on behalf of Relationship and Portfolio Managers to facilitate the opening of accounts

Data acquisition

• Collate data and statements from various platforms / data points, distill or capture data where necessary, and disseminate to relevant users in other departments, in particular the reporting team for purposes of financial statement preparation, tax -, expert - and investment reporting;
• Working closely with the Business Systems Support team to ensure automation of data acquisition is implemented where possible

Ad Hoc

• The above list of accountabilities is not exhaustive and the role will include ad hoc administrative duties at times.

QUALIFICATIONS AND EXPERIENCE

• Relevant diploma / degree; or
• 2 – 4 years’ experience in a similar role

SKILLS

• Proficiency in MS Office
• Intermediate level of numeracy
• Basic accounting knowledge
• Knowledge of CIPC and SARS systems an advantage

COMPETENCIES AND BEHAVIOURS

• Ability to self-manage;
• Solution orientated;
• Planning and organising: Ability to plan ahead and manage workload effectively. Ability to structure work logically and efficiently and execute it accordingly.
• Teamwork; Supports & works towards team goals, shares information, is helpful & co-operative, works effectively with people outside immediate team
• Communication skills: Communicates clearly and concisely, listens effectively, written communication is well presented, has the ability to deal with sophisticated clients
• Accuracy, quality and productivity: Delivers work of a high standard that is accurate and error free; has the ability to review deliverables of team members to ensure accuracy and pay attention to detail
• Problem solving and decision making: Must be proactive and take prompt action where necessary and see tasks through to completion
• Strong work ethic, dynamic and ambitious.