Senior Administrator (Client Services Support), Corporate

Summary:

Roles at this level are held by individuals with strong experience within the Trust and Corporate Services industry, capable of operating with minimal supervision and taking ownership of client deliverables. The individual will manage matters through to successful conclusion, build effective relationships, apply sound judgement and commercial awareness, and support junior team members while contributing to continuous improvement. 

Principle Accountablities:

• Maintain accurate and up-to-date statutory records for client entities and the Hawksford Group, ensuring completeness and integrity of corporate documentation. 

• Ensure statutory registers, filings and corporate records are maintained in accordance with Hawksford internal governance standards, policies and procedures, and applicable legal and regulatory requirements. 

• Draft and review minutes, written resolutions and corporate documentation in line with legal, regulatory and internal procedural standards. 

• Manage corporate actions and statutory filings, ensuring accuracy, completeness and timely submission within prescribed deadlines. 

• Maintain and update statutory data within Hawksford systems, ensuring accuracy and alignment with underlying legal documentation. 

• Undertake timely updates to entity statutory data, including directors, officers and registered details in line with required timeframes. 

• Maintain and update share registers and ownership records, ensuring all movements are authorised, recorded and supported by documentation. 

• Ensure all statutory data updates and filings are completed within required deadlines and in line with internal policies and jurisdictional regulatory requirements. 

• Apply a structured and controlled approach to system updates, ensuring audit trail integrity and consistency across records. 

• Identify, investigate and resolve discrepancies in statutory data or records, escalating issues where appropriate. 

• Ensure all activities are undertaken in accordance with Hawksford control frameworks, internal policies and regulatory requirements, maintaining a risk-aware approach. 

• Apply working knowledge of jurisdictional regulations and fiduciary requirements to all activities. 

• Identify, escalate and assist in resolving any deviations from internal policies, procedures or regulatory obligations. 

• Build and maintain professional relationships with clients, intermediaries and internal stakeholders. 

• Act as a point of contact for company secretarial queries, providing guidance and support. 

• Apply commercial awareness and sound judgement when supporting client structures and transactions. 

• Mentor and support junior team members, sharing knowledge and encouraging development. 

• Assist Managers and Directors by identifying risks, issues and opportunities for improvement and proposing solutions. 

• Manage competing priorities and deliver high-quality outputs within deadlines. 

• Contribute to process improvements, statutory projects and continuous enhancement of service delivery. 

• Ensure all outputs maintain a high standard of accuracy, consistency and compliance

• Record time accurately in the Company’s time recording system. 

• Undertake such other duties as may reasonably be required by management. 

This job description is a guide to the principal, current duties of the job.  It does not form part of the contract of employment.