JOB PURPOSE
Maintain and develop the quality of trust services and achieve continuing work efficiency
KEY ACCOUNTABILITIES
1.
Project Management and / or Participation
To work in Hong Kong project team at any stage prescribed by the Company. This may be under the auspices of the BPM Group Committee, a special task force of the Company or any form designed to serve the Company Prior to commencement of services to the project client: Ensuring the goals set by the project team are realistic from the perspective of the TSD and to review with the Head of Department / Supervisor these goals and the progress of achieving themAs the trust member of the project team, to contribute the knowledge and experience of the TSD to the project team in accordance with the terms of reference of the project. This may include: Review and improvement of work flowsThe documentation of these work flowsTraining in the use of these work flowsTesting and trouble shooting these workflows Post commencement of services to the project client: Assisting work teams to understand and comply with agreed work flowsEnsure that you read, understand, refer to and comply with the operating procedures, guidelines, compliance requirement and relevant documentation of the TSD, Company, BPM Group Committee, system and software resourcesAssist in highlighting updates required in the TSD references when new procedures are agreed upon and introducedEnsure that you apply these procedures in the day to day workRelevant documentation of TSD include: Data Convention - ViewPoint AdministratorOutsourced Trust & Corporate Administration Manual (Hong Kong) Assist and participate in review and control of targets; assisting in remedial works where identified
2.
Operations and Systems
Understanding and contribute to achieve team responsibilities, goals and budgets Carrying out day-to-day transactions for trust clients; ensuring adherence to procedure and work flow Updating client database in accordance with standard data convention; assist with maintaining data integrity Arranging all client files into safe custody and/or electronic filing in accordance with approved documented procedures Assist in periodic review of files ensuring due diligence documentation are in order, all transactions properly supported by documentation Assist in ensuring trust accounts and/or bookkeeping are up to date; coordinating with client accounts department to clear any outstanding accounts issues on a timely basis Apply and promote ViewPoint or SSRS or system recommended tools to ensure efficient work procedure Ensure you continuously update yourself and are familiar with the relevant documentation of the TSD (please refer to 1(c)) Work with and contribute to Company / Group / Business Infrastructure Services initiatives to improve productivity of the department
3.
Communication and Liaison
Liaising and / or coordinating with all service providers (e.g. bank, legal firms, investment advisors) and internal service providers (e.g. Treasury Operations, Client Accounting) in relation to trust activity Liaising with colleagues from other offices or outsourcing offices on client / client-related matters Attend to any client / client-related enquiries Maintain relationship with client i.e. keep client abreast of Company developments, new trust products, regulatory developments
4.
Marketing Support
Assist marketing / structuring teams in job implementation e.g. information search, legal documentation Receive briefing from marketing / structuring teams for job implementation and trust structures
5.
Training and Development
Assist in training / sharing programmes for the TSD and Company Ensuring new and junior team members receive the necessary support for Adjusting to the work environmentTheir career advancement in the TSD and Company
6.
Profitability
Ensure you understand your role and that of your team in contributing to the profitability of the Company:
Efficient use of system toolsProductivity and profitability measuresTime sheets and invoicing practices
7.
Reporting
Coordinating with Accounts Department to ensure that the tax returns and accounts are prepared and submitted accordingly Monitor all client reporting requirements are delivered as scheduled Monitor and execute scheduled and recurring trust activities Monitor all regulatory reporting requirements are delivered as scheduled Assist in preparation of periodic or ad-hoc reports
8.
To perform any other functions as the management may see fit
QUALIFICATION AND EXPERIENCE
Possess at least a Professional Certificate (STEP /ICSA), Bachelor's Degree, Post Graduate Diploma, Professional Degree, Business Studies/Administration/Management, Finance/Accountancy/Banking or equivalent. Minimum 1-3 years of related working experience in office administration and operations. Those with experience working in a banking environment especially in backend processing are highly encouraged to apply. Potentials candidates with relevant exposure in legal practice are also encourage to apply.
