Senior Fiduciary Officer

Job description

Tasks

• Assistance in opening internal and external bank/investment accounts as part of the new business process;
• Ensure proper administration of all trust and fund structures in accordance with departmental regulations regarding client instructions, authorization levels, fund transfers, cash transactions, subscriptions, redemptions, asset transfers, liquidations, closure of structures and accurate record keeping;
• Interact with third party providers as required to perform NAV, administration, RTA, audit and other relevant fund services;
• Prepare and process all necessary documents including account forms, instructions, minutes and resolutions for all account openings/closures for existing structures;
• Preparation of all necessary documents, including instructions, powers of attorney, resolutions and minutes, if required;
• Preparation of all documents related to investment activities, including directives, resolutions, subscription documents and Form W-8 notices;
• Compliance with current policies, procedures and operating processes to increase efficiency and mitigate potential risks;
• Review all new structure documents for potential trust, company and fund clients to ensure that application forms are properly completed, all agreements are correctly witnessed and all other applicable documents are provided;
• Responsibility for governance and supervision of the funds from an audit, compliance, legal and reputational risk perspective;
• Processing transactions for the structure, including distributions and credit facilities, and ensuring that all necessary escrow instructions, supporting documentation and corporate resolutions are in place to support the activity;
• Assisting in the performance of fiduciary and fund audits in accordance with the policy and procedure for account audits;
• Ensuring the proper filing of company, fund and fiduciary audit documents in Microgen;
• Ensure proper communication with Fee Accounting regarding all account activity;
• General responsibility for setting up, amending and closing accounts if required;
• Receive and process cash received from booking centers in a timely manner, if required;
• Contact with Fiduciary Relationship Officers (FRO) to collect outstanding fees;
• Updating of trust, company and fund information in Microgen;
• Maintenance of directors' and shareholders' registers and other statutory records;
• Contact the Registrar of Companies for corporate and/or fund document filings and requests (e.g. Certificate of Good Standing);
• Liaison with the Securities Commission of The Bahamas for filings required for the establishment of a fund and to comply with annual regulatory requirements.
• Investigate inquiries and/or concerns received from FRO or from clients or relationship personnel by thoroughly researching the client file and preparing an appropriate response and written feedback as necessary;
• During the review of client files, ensuring that missing relevant trust, company or fund documents are obtained from FROs where required;
• Ensure that relevant documents are in strict compliance with IBTB or IBTC standards (as applicable), that client information is properly verified and that client requests are confirmed and executed;
• Assist with research for fiduciary/corporate/fund matters based on emails, faxes or fiduciary/fund workflow requests;
• Main responsibility for the management and completion of special projects within the department;
• Provide daily administrative support to the FRO or Team Leader as required, e.g. fiduciary research, preparation of general correspondence etc.
• Adherence to regulatory, compliance, anti-money laundering and anti-terrorism requirements