Finance Administrator - 9 month FTC

Job description

Role: Finance Administrator (Graduate)

Location: Wexford

Pay Rate: €12.04 p/h

Contract: 9 month FTC

Our client, a Banking and Financial Services holding company are currently seeking a Finance Administrator for their Wexford Office.

Essential skills:

  • Oral and written communication skills;
  • Ability to multi-task and meet deadlines;
  • Customer service focus and delivery;
  • Numerical ability and analytical skills;
  • Self-motivation skills and the ability to work independently as well as part of a team;
  • Interpersonal skills;
  • Accuracy and Attention to Detail.

 Desirable knowledge:

At least 6/12 months experience in the Fund Administration Industry would be desirable

 The Role:

This role involves the administration of Transfer Agency Services. The primary objectives of the role of an administrator are quality customer service and communication, maintenance of shareholder register, anti-money laundering requirements and other daily administrative tasks.

Core Responsibilities:

  • Deliver high-quality service to customers, both internally and externally, through timely and accurate completion of all tasks assigned.
  • Ensure any queries from shareholders and clients are handled in a professional way and a professional relationship is maintained with the client at all times.
  • Ensure the shareholder's telephone line is answered professionally within 3 rings.;
  • Timely completion of work allocated by your Supervisor in an accurate fashion and within agreed deadlines;
  • Completion of daily checklists accurately for all tasks assigned to you;
  • Prepare any weekly / monthly reporting required, and pass on to the Supervisor for review;
  • Ensure all paperwork is filed on a daily basis in an organised manner to facilitate easy retrieval and review when necessary;
  • Keep Supervisor informed of any issues that may affect the completion of your duties within the agreed deadlines as soon as they arise, to ensure prompt resolution;
  • Notify Supervisor of any shareholder or client complaints as a matter of urgency;
  • Participate in the completion of Incident Reports within the timeframe as laid down in the Departmental Procedures;
  • Provide holiday and sick leave cover for other team members as required by Supervisor;
  • Actively participate at team meetings;
  • Adhere to the companies standard procedures and controls in accordance with the relevant Transfer Agency Departmental Procedures Manual;
  • Become familiar with and adhere to all corporate policies and procedures including the HR Manual and the Clear Desk policy;
  • Ensure completion of all Web Based regulatory training within the agreed timeframe.

 Registration Team Specific

  •  The timely and accurate set up of all new shareholders accounts to the TA system in line with Departmental procedures and Client SLA;
  • The timely and accurate review and processing of all shareholder standing data requests to the TA Register, in line with Departmental procedures and Client SLA;
  • Timely preparation of all daily dividend reconciliations with Fund Accounting.  Where deviations occur, escalate to your Supervisor and seek to understand the root cause for the discrepancy;
  • Complete processing of dividend distributions, retrocession's/renewal commissions at period ends as directed by your Supervisor;
  • Initiate the monthly shareholder statement processing as directed by your Supervisor;
  • Assist in the timely completion of Regulatory reporting as directed by your Supervisor.

 Dealing Team Specific

  •  Effectively monitor incoming trades to Client Funds to include those coming via fax, post, trade platforms and file transfers;
  • Receive telephone deals and record details accurately in telephone deal book before passing to Supervisor for a call back;
  • Monitor Babel system for trade flows and user intervention queues as required;
  • Complete daily Lane Fax checks when requested, in order to verify that all trades received via fax have being processed correctly;
  • Participate in the completion of the daily trade capture reconciliation process;
  • Input deals received from investors timely and accurately to the TA system in line with Departmental procedures;
  • Ensure late trades or partial trades are escalated to your Supervisor immediately;
  • Generate all daily dealing reports timely and accurate and pass to Supervisor for review and authorization;
  • Prepare any weekly / monthly reporting required and pass to the Supervisor for review;
  • Prepare daily prediction and intra-day cash flow reports to clients and Fund Managers for review by your Supervisor;
  • Input prices and factors to the TA systems accurately and print off relevant reports. Pass to the Supervisor for review and authorization;
  • Print off and arrange dispatch contract notes by fax, email or post as required under client service level agreement (SLA);
  • Accurately prepare and file all daily dealing packs in preparation for offsite dispatch.

 Cash Team Specific

  • Ensure all trades are extracted from the TA systems and reviewed prior to creating payment instructions;
  • Ensure all payments and pre-advice are processed accurately and in accordance with the applicable currency deadlines;
  • Ensure all trades are settled on the TA systems;
  • Perform all cash reconciliations across all subscription accounts that fall under your responsibility and ensure narratives are clear and up to date;
  • Notify any reconciliations discrepancies to the Supervisor as soon as they occur;
  • Initiate cash investigations with the company offices in Brussels, London and New York;
  • Ensure  follow-up is constantly performed on all outstanding items with the relevant responsible areas and contacts;
  • Draft the client specific outstanding cash issues logs within the agreed client service level agreement (SLA) for review by your Supervisor;
  • Draft any interest claims for review by your Supervisor;
  • Respond to ash and reconciliation Client/Custody/Valuation related queries in a timely manner;
  • Responsibility for ensuring that the weekly KRI figures are updated accurately & provided to the Assistant Manager for review on time;
  • Prepare monthly management information system (MIS) reporting for clients and pass to Assistant Manager for review in a timely manner;
  • Complete testing or revised processes and/or automation.

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