Administration Coordinator

at  TMF Group

Job no: 574826
Work type: Full time, Part time
Location: Dublin, Ireland
Categories: Administration, Entry Level, Client Corporate Secretarial, Capital Markets, Entity Management
Office Location: Dublin

JOB SPECIFIC REQUIREMENTS

• A degree in Law, Business or a closely related field is desirable
• Resourceful, independent and strong problem-solving abilities
• Excellent written and communication skills, with strong ability to plan ahead and organise themselves
• Analytical structured mind set with ability to follow and build upon existing processes and ensure data is maintained with accuracy and consistency
• Fluency in English is essential, with knowledge of other languages an advantage
• Proficiency in MS Excel and MS Word is essential
• Support incorporation and subsequent Entity Management activities for clients
• Support the team’s entities remain fully compliant with relevant legislation
• Support process enhancement initiatives
• 100% timely and accurate personal time writing

JOB PURPOSE

Supports the Capital Markets Transaction Services (CMS) and Global Entity Management (GEM) teams on administrative, company secretarial and office-based tasks. Responsible for assisting with general administrative duties, co-ordination of post and filing whilst working in a timely and efficient manner to support the team’s successful delivery of corporate administrative services to clients. This role requires daily attendance in the office.

OFFICE BASED RESPONSIBILITIES

• Filing and archiving of original documents and company records with storage provider and on site to the correct folders
• Assist with HMRC tax reclaim process
• Facilitating printing, signing and sealing of documents in the office (as instructed by the CMS or EM teams) and liaising with courier deliveries and directors to ensure documents are collected and returned
• Collecting and reviewing post and courier deliveries and assigning to the relevant team
• Monitoring of the TMF general mailbox and forwarding documents to teams
• Assist with notarisation/legalisation of documents
• Support the CMS and GEM teams on general administration queries including ordering seals, office or post supplies for signings and/or board meetings
• Filing of various external forms under team supervision
• Assist with Mail Forwarding services
• Assist with the co-ordination and resolution of Know Your Customer (KYC) queries
• Support general team administration activities including scanning, filing and the co-ordination of document signing by directors
• Adhere to TMF internal procedures and ensure compliance with TMF’s Risk and Control framework and processes. This includes ensuring the 4 eye principle is always followed
• Make suggestions for continuous improvement, challenging the status quo
• Ensure all client data is managed with integrity and suitability maintained
• Support successful delivery of client work with accuracy and completeness
• Work under the direction of the Client Account Manager ensuring work is delivered on time to high standards