Our client, a professional services organisation serving the needs of international private clients, their businesses and their families is looking for an administrator to join its brand new offices in Malta

The main purpose of this role is to administer a portfolio of trusts and companies, handling the diverse needs of a number of private clients with focus on effective service, quality, productivity and efficiency.

Key responsibilities :

• Liaising with clients (both internal and external) and their advisers in respect of service issues, via telephone and other electronic interface.
• Preparation of correspondence with clients and their advisers.
• Ensuring that statutory records are accurate and full audit trails maintained
• Execution of transactions on behalf of client companies, and follow up where appropriate
• Dealing with ad hoc requests from clients
• Preparation of payment instructions, and monitoring execution of instructions
• Preparation of minutes, and anciliary documents
• Production and submission of government returns
• Maintenance of client data within the primary management information systems
• Undertake time recording & client billing process

Additional responsibilities ( previous experience in any will be considered an asset)

1.    Dealing accurately with the various activities involved in the incorporation of new companies in all jurisdictions, including production, checking and issuing of documents, communicating with clients and outside agencies and checking of due diligence documentation and updating computer and manual records.

2.    Dealing accurately as instructed with the various activities involved in the administration of existing companies such as general queries, change of name, transfers, strike offs, cancellations, preparing company documents (e.g. minutes, share certificates, powers of attorney, certificates of good standing), together with the necessary changes of computer and manual systems.

3.    Communicating speedily as directed with clients, agents and intermediaries by telephone, fax, e-mail and letter to high standards. Ensuring the Department maintains good relations with Intermediaries, clients and third parties.  Keeping proper records of  communications and dealing with any issues, complaints or compliments, keeping the manager at all times informed.

4.    Raising necessary invoices and making suitable entries in Viewpoint to ensure correct, timely and accurate billing.

5.    Preparation of statutory documents to meet various timescales as directed.

Candidates must be:

• Numerate
• Computer literate
• Able to interact effectively with clients at all levels.
• Educated to minimum GCSE level, with passes at in English and Mathematics
• Potential to make progress with professional studies in relevant topic, e.g – STEP/ICSA/DoFA
• Experience in administering companies
• Familiar with the main office productivity software
• Able to identify risks associated with client transactions
• Ability to set own deadlines and work accurately to tight deadlines
• Presentable and outgoing in character

A very generous salary is on offer to the right candidate so if you think you may be suitable, then email your CV in word format including a cover letter to Manuela at careers@quadconsultancy.com