CORPORATE CLIENT ADMINISTRATOR (ADMINISTRATIVE SUPPORT, PAYMENTS & CREDIT CONTROL) - LUXEMBOURG
Maitland is a global advisory, administration and family office firm providing seamless multi-jurisdictional legal, tax, fiduciary, investment and fund administration services to corporate, institutional and private clients.
Founded in Luxembourg in 1976, we specialize in complex, cross-border solutions, with over 780 employees operating from 11 offices across 8 jurisdictions.
We are privately owned and fully independent, administering funds for multiple investment managers and sponsors, with over $160 billion in assets under administration and $17 billion in assets under management.
We leverage our strong values and a collaborative culture to develop and maintain trusted relationships with our clients.
By combining our talent and one-firm approach, built on our best-of-breed multi-jurisdictional platforms, we provide tailored end-to-end solutions that embrace complexity and deliver simplicity.
An opportunity has arisen for a Corporate Client Administrator (Administrative support, Payments & Credit Control) to join our team in our Luxembourg office.
Summary of the position
The position forms an integral part of Maitland’s Corporate services business in Luxembourg. The Corporate Client Administrator (Administrative support, Payments & Credit Control) will work as an integral part of the Corporate services Team and will be responsible for executing the day-to-day transactions for the portfolio of Maitland Clients, also providing secretarial and administrative support to the members of the team.
In addition, the role holder will be responsible for a diverse range of cash collection and credit control duties of the Corporate Services department, assisting in the continuous improvement of the corporate services performance in relation to cash collection, billing and all ongoing and future projects profitability, billing and revenue improvement initiatives of the Corporate Services department in line with the MLSA and Maitland Group strategy.
Outline of main duties and responsibilities
Prepare payments instructions for a diverse range of client entities, using a number of banking platforms, as instructed by other team members and in accordance with the supporting documentation
Reconcile payments accurately firs time and thus contribute to the maintenance of a payments database
Draft, update and consistently and accurately apply business processes and written procedures in relation to the scope of duties
Record personal work accurately to facilitate invoicing and internal reporting
Facilitate in the timely filling of all relevant documents
Written and telephone communication with clients (both internal and external).
Deliver a comprehensive set of administrative and secretarial duties, including mailing, filing, faxing and photocopying
Implement instructions from the Corporate Services Team
Arrange and make RCS publications
Record Data onto the various administration systems
Maintain and organize the relevant spreadsheets
Provide an administrative support and backup when required
Participate in ad-hoc projects
Liaise with the Client Services team to gather feedback and issues in relation to the duties.
Ensure that pre-bills are dealt with in the current month carried forward invoices should be an exception rather than the norm
Work with Lux Billing and Finance to ensure that billing and credit control procedures are tightened up and robust and SLA’s are in place
Ensure that the pre-bills are returned to Lux Billing by the designated date
Ensure that fee profile data is sent to Lux Billing once new clients have signed the LOE
Assist in data cleansing of WIP through a collaborative approach with the operational team and any delegate as the case may be
Ensure that Lux Billing have up-to-date contact information for sending out of invoices
Ensure that invoices are paid within 7 days where e have access to funds and chasing clients for settlement after 7 days if we do not have access to a bank account
Collate a schedule of where we have full access to bank accounts
Assist in sending report to timekeepers where there is time in WIP older than 6 months
Engaging the appropriate individuals in the business to collect outstanding debts
Liaising with the business and revenue control teams to resolve outstanding queries
Assist in investigating and resolving queries relating to non-payment of invoices
Work to strict monthly and project-based collections targets to reduce debtor days
Responsibility for implementing and maintaining controls relevant to the position.
Skills and experience required
The successful candidate will meet the following requirements :
Educated to Bac+2 or equivalent;
Previous banking experience would be preferred.
Fluent in English, and knowledge of French and / or any other European language would be an advantage
Strong attention to detail and problem solving attitude
Ability to communicate effectively with clients, staff and management in a number of different jurisdictions
Highly organized with a systematic work method and a thorough attention to detail
Computer literate with a good knowledge of MS Word, MS Outlook and MS Excel
Risk management culture
Demonstrates a sense of responsibility and flexibility to adapt to a changing environment
Well organized with the ability to work autonomously and deal with busy workload
Self-motivated, mature and able to use initiative
Strong sense of collaboration : successfully work toward a common goal with others
Learning and development
You will receive training on a day-to-day basis by coaching and mentoring;
Personal development plan will be agreed on an annual basis;
Attendance to internal training including webinars, workshops and workgroups as may be required;
Attendance at external seminars and training events as may be required.
The incumbent will primarily report to the Team Leader Corporate Client Administration and ultimately to the Head of Corporate Services based in Luxembourg.
Remuneration will be market related and commensurate with experience and seniority. In addition, the successful candidate will receive a competitive benefits package.
Your well-being is of paramount importance to us, and central to our success. We provide a range of benefits, training, and education support, to help you achieve success in your career while balancing personal needs.
We recognize diversity as a source of organizational pride and strength. We have made it a priority to reflect our world’s evolving diversity in the people we hire, and the culture we create in our organization.