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SpotOn Connections Full-Time  Tas-Sliema, Malta 21 Nov 2018

Job Description

Our client is a privately-owned international Group providing multi-jurisdictional services, advisory services and fiduciary services to institutional, corporate and private clients. They provide the highest levels of expertise and competence, working in a way that is uniquely personal, proactive and responsive. An opportunity has arisen for a Senior Administrator to join their Malta team.

Summary of the position

The Senior Client Administrator will work within the Client team in Malta and will deal with all aspects of administration of Malta and/or International companies, trusts and other structures.
  • Perform all aspects of corporate and/or trust administration, including the incorporation and dissolution/liquidation of companies and other structures.
  • Liaise with clients (both internal and/or external), professional advisors and other third parties, intermediaries and Key Account Managers
  • Demonstrate an understanding of both routine and complex transactions; Prepare documents in relation to both routine and complex transactions, including minutes and resolutions
  • Record all time spent accurately to facilitate invoicing and internal reporting
  • Reviewing and approving client invoices as part of the billing process; Liaise where required with clients regarding unpaid bills
  • Maintain company records and ensure files are maintained in a correct manner, including due diligence
  • Follow policies and procedures and foster an environment of good corporate governance and best practice.
  • Arranging and participating in client meetings
  • Maintain an ongoing relationship with the client to ensure clear communications with and a successful rendering of administration services to the client.
  • Providing technical support, coaching and mentoring to non-senior team members, including monitoring and delegation of workloads
  • Acting as the nominated representative of the company in relation to company secretary appointments for client entities
  • Review client related documentation
  • Assisting with complaints resolution and escalating client queries or issues.
  • Contribute to the achievement of the team’s Key Performance indicators
  • Conduct risk and account reviews; conduct remediation as necessary
  • Act as an authorized signatory of certain company in-house companies which act for client companies in various capacities
  • Ensuring that fiduciary duties are carried out with due care and diligence
  • Participate in ad-hoc projects when required
  • Responsibility for Risk Management :
    • Recognise and contribute to the mitigation of risk
    • Responsibility for implementing and maintaining controls relevant to the position


  • Have a minimum of 5 years’ experience in the administration of companies and trusts
  • University degree in related subject, or equivalent
  • A legal degree is an advantage
  • Have the ability to work as a member of a team
  • Have the ability to communicate effectively with clients, staff and management in a number of different jurisdictions
  • Be highly organised with a systematic work method and good attention to detail
  • Have excellent relationship skills and an international outlook
  • Have an ability to prioritise and plan a challenging workload
  • Contribute to team work ethos
  • Have and demonstrate technical knowledge
  • Be able to work independently whilst working in a team environment
  • Be computer literate with a good knowledge of MS office
  • Fluent in English
  • Personal development plan will be agreed on an annual basis
  • Self learning
  • Attendance to internal training including webinars, workshops and workgroups as may be required
  • Attendance at external seminars and training events as may be required
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