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TMF Group

Investor Services Administrator (Fund Services)

TMF GroupAbout the company

  • Kraków

    Kraków, Lesser Poland
  • Valid for 17 days
    until: 28 May 2021
  • Remote recruitment
  • contract of employment
  • full-time
  • specialist (Mid / Regular)

Your responsibilities

  • This role will be responsible for the day to day maintenance of static data, subscription documents, investor statements and the delivery of various investor related documents, driver reports and reporting services packages. Key deliverables comprise of the timely response to requests by internal teams and/or clients to ensure data held on the system and the documentation generated and sent from the system are consistently maintained and delivered.

  • Input and maintenance of static data (contact data, bank data, etc) related to Investors on various systems, in accordance with SAS70 procedures

  • Maintenance and management of reporting driver reports and reporting service packages for all Fund clients on Investran or similar systems

  • Maintenance and management of trading activity on STARs or other equivalent registry systems

  • Ensure specific steps for the generation and delivery of certificates, notices and other investor documentation is carried out in accordance with policies and procedures

  • Suggestions to amend, and if required implement the maintenance and update of, new and existing procedures following changes required by specific circumstances

  • Primary liaison for report generation and delivery preparation of notices

  • Provide guidance to other service teams on best practise for static data maintenance and/or for call/distribution generation as required

  • Upload and review of documentation to the client web reporting services

  • Support with data uploads and any migration efforts

  • Review of static data changes made by other team members, to ensure data modified in line with requests and with particular focus on system standards

  • Review of driver reports and reporting service packages created by other team members

  • Production of NAV Calculations;

  • Production of various types of Distribution Calculations (income, Capital, Top-Up and Ad-hoc) and ensuring that Distributions are produced in line with policies and procedures;

  • Maintenance of the Unit and Certificate registers;

  • Maintenance of security taken over units;

  • Dealing with investor queries; and

  • Providing assistance in respect of CDD and tax issues to the operations team.

  • Internal contact point with other teams, as well as contact point with Investran Support or IST when required for technical assistance and requests to modify system configuration settings as required

  • General queries and support for certificate and notice generation and delivery related queries

  • Support with guidance and promotion of ISG throughout the business in Europe

  • Assist in documenting and implementing a standardised operating model for ISG

  • Proactively identify and progress opportunities to improve efficiency in the team and its processes

  • In addition to the duties listed above, the ISG Administrator may be requested to perform any other ad hoc duties or projects as requested by Managers and Supervisors.

Our requirements

  • Proactive and willing to do what is required to ensure consistent service to the clients

  • Problem solving and root cause identification skills

  • Ability to manage expectations and deliver on time

  • Strong organisational and time management skills are essential

  • Excellent verbal and written communication skills and attention to detail is essential

  • Ability to use initiative, work confidently and take ownership of tasks is important

  • Willingness to learn, work within a team, and adapt to new and challenging situations

  • Ability to work under pressure whilst maintaining quality of service

  • Must maintain a professional demeanour

  • Consider and adhere to relevant regulatory environment and obligations

  • Must have working knowledge of Microsoft Word and Excel.

  • Previous experience on Fund management software systems preferred but not essential.

  • Minimum of 2 years work experience, either in an administration / accounting or operations role within the funds or financial industry will be an advantage.

  • Will take advantage of learning opportunities to meet needs of current job

  • Has a good understanding of technicalities of own role

  • Promptly and efficiently completes work assignments

  • Good understanding of how immediate team interact with other teams in function to deliver results

  • Understand TMF Code of Conduct and values

  • Provides guidance on basic tasks to colleagues in immediate team

  • Manages personal workload effectively

  • Responds to and anticipates client needs in a timely and professional manner

  • Listens actively, considers people’s concerns and adjusts own behavior in a helpful manner

  • Consistently strives to provide a quality service

  • Implements the necessary steps of the service process

  • Handles complaints and difficult customers in positive and effective manner, taking into account global and cultural differences

  • Takes responsibility for obtaining and sharing required information with others

  • Understands clients, identifies their needs and creates positive first impressions

  • Acts with the highest level of integrity at all times

  • Act in the best interests of TMF (taking into account the interests of TMF customers, where appropriate)

  • Act in a professional manner and produce accurate and timely work product

  • Will be clear, open and transparent in your communications with TMF colleagues and customers

  • Promptly report any issues (or possible issues) you identify to your manager (or an appropriate member of the senior management team) for consideration and resolution

  • Never make any statement that is misleading, false or deceptive

  • Benefits

  • sharing the costs of sports activities

  • private medical care

  • sharing the costs of foreign language classes

  • sharing the costs of professional training & courses

  • life insurance

  • remote work opportunities

  • flexible working time

This is how we work
This is how we work

Job purpose

ISG is responsible for the maintenance of Investor records held on various systems for private equity and real estate funds and for the generation and delivery of all certificates, notices, reports and other packages for these funds; notices will include all deliverables to fund investors (capital calls, distributions, financial statements, NAV statements, capital accounts, tax returns, press releases and so on).

The team has touch points throughout the business and it is vital to the smooth running and administration of private equity and real estate funds. The team has a varied workload and a good relationship with other service teams throughout the business.

The Administrator will work as part of this shared service team on a range of matters, providing investor service related functions for established and new funds and corporate entities.

The successful candidate will be highly motivated and keen to grow with the business, while working in a team environment and ensuring the full support of other teams. Knowledge of system solutions would be a benefit but not essential for this role. Building a good relationship with others will be essential to making this role, and thus the team, a continued success.

The Administrator will work closely with Trainee Administrators, Senior Administrators, Supervisors or other designated Managers. Business must be conducted at all times in line with TMF Policies and Procedures and any departmental guidance guidelines.