EPIC Investment Partners – Senior Administrator – Transfer Agency

Our client, EPIC Investment Partners are recruiting for a full-time Senior Administrator within their Transfer Agency. The ideal candidate will have a minimum of 3 years’ experience in general administration, obtained with a major fund administrator, trust company or investment manager and be willing to study for the International Diploma in Financial Administration or equivalent.

Key Responsibilities

  • Set up of new counterparts on PFS – Paxus
  • Maintenance of records of share ownership
  • Client account reconciliation
  • Correspondence with investors, potential investors and clients
  • Collection and review of investor CDD
  • Reconciliation and review of all investor dealing / contract notes
  • Collection and maintenance of CRS and FATCA data
  • Monitor of group inboxes
  • Records/Administration for all funds and investment companies
  • Supervision of junior staff

Main Duties

1. Counterpart establishment

  • Assist and supervise the collection of Customer Due Diligence
  • Ensure counterpart take on procedure including collection or CRS and FATCA data
  • Input or review of input for counterparts entered on PFS-Paxus

2. Share records

  • Keep full records of all shareholders in EPIC client funds
  • Where an external party acts as registrar, liaise with that party to ensure that records are consistent
  • Issue contract notes in accordance with offering documents and relevant regulatory requirements
  • Ensure share registration transactions are produced in accordance with procedures in a timely manner.
  • Communicate to Fund Managers upcoming subscriptions and redemptions in a timely manner to assist with Manager cash management.

3. Records/Administration

  • Maintain contact by telephone, in writing and at meetings with clients and intermediaries, keeping records of all communications
  • Liaise with auditors and provide information for annual audits
  • Maintain all corporate records in a secure manner
  • Supervise with billing, fee collection and help accounts staff in preparation of management and financial accounts
  • Provision of all day-to-day administration and management of EPIC’s clients
  • Consider investment proposals in accordance with the offering documentation guidelines
  • Acting as a Signatory on the EPIC schedule of authorised signatories, co-authorising payments, correspondence and other documentation for the team
  • Assisting with the preparation and review of cash management and underlying fund investments where required for funding investor redemption payments.

4. Bookkeeping

  • Bookkeeping and reconciliation of client bank and broker accounts
  • Utilising on-line banking facilities to make transfers and payments where applicable
  • Client reporting and liaison

5. Supervision of Junior Staff

  • Assisting with the training and development of junior members of staff
  • Delegating work whenever possible to junior members of staff and supervising the timely and accurate completion of the work carried out
  • Carrying out annual appraisals and monthly objective meetings with junior members of staff

6. Client Relationship

  • Manage, efficiently resolve and if necessary escalate issues and complaints in a timely manner in accordance with agreed procedures
  • Promote relationship behaviour


Skills and experience including qualifications.

  • Willingness to study for the International Diploma in Financial Administration (IDFA) or equivalent
  • Willingness to attend various seminars and in-house training as required

Minimum of 3 years’ experience in general administration obtained with a major fund administrator, trust

company or investment manager.


IT Skills

  • Microsoft Office
  • Cezanne
  • eDocs
  • PFS-Paxus
  • Calastone
  • EMX

For further information, or to apply for this role please contact [email protected]

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