Operations Administrator

Company Description

We’re a leading Investor Services group offering end-to-end services in administration, accounting, reporting, regulatory and compliance needs of the investment sector worldwide.  We employ a global workforce of 6,500+ people across 24 jurisdictions and have assets under administration (AUA) exceeding US$857 billion. We work with 13 of the world’s top-15 private equity firms.

Our services are underpinned by a Group-wide commitment to ESG and best-in-class technology including a global data platform and innovative proprietary tools supported by in-house experts.

Above all, what makes us different is our people. Operating as trusted partners to our clients, we deliver intelligent solutions through a combination of technical expertise and strong relationships based on deep client understanding. 

We’re driven by our Group purpose, to power people and possibilities. 

Job Description

Position Overview

The Operations Administrator is a key member of the Fund Service team, overseeing and maintaining the daily administration tasks of the Funds Services Trusts.

The Operations Administrator will monitor all relevant inboxes and attend to all operational requests of clients and service providers in a timely manner whilst undertaking relevant operational support for the Managers in the team.

The Operations Administrator will work closely with the Head of fund servicing, Senior Managers, Managers and key business stakeholders to ensure all trust data is up to date.  

What you'll do

Position Description
Develop and Maintain client/ External Service providers Relationship

• You'll provide administrator support for banking platforms, including resetting passwords, managing user access, and assigning or removing payment entry and authorization permissions.
• You'll assist clients with day-to-day Trust management by educating them on requirements, procedures, signing processes, AML/CTF obligations, powers of attorney, payment instructions, and templates.
• You'll respond to client requests promptly and ensure all Trust-related communications, updates, and documentation are distributed accurately and in a timely manner.
• You'll generate transaction reports, reconcile bank account statements, and provide financial account information and support as requested by clients.
• You'll liaise with clients, lawyers, accountants, auditors, the ATO, bank relationship managers, and other stakeholders to resolve Trust matters and manage ongoing account issues, including fees, statements, interest rates, and account amendments.

Fund Management

• You'll assist with Trust onboarding by establishing ABNs, TFNs, and GST registrations, opening bank accounts, setting up banking platform access, arranging client access, and notifying the Payments team of newly onboarded Trusts.
• You'll maintain accurate client and Trust records in RAM, including managing access permissions, updating contact and mailing details, monitoring outstanding BAS/IAS/ITR obligations, administering PPSR records, and safeguarding security tokens and verification statements.
• You'll manage allocated projects and support Risk & Compliance initiatives, including the distribution, collection, and tracking of compliance documentation and regulatory requirements.
• You'll monitor team inboxes, maintain up-to-date Trust documentation and data, collect key Trust information such as GAV figures and Unit Registers, and ensure all records are filed accurately and promptly.
• You'll coordinate with the Payments team to facilitate timely payment processing, review and approve payment instructions, unit prices and reports, arrange execution of fund documentation with key stakeholders, and ensure clients are successfully onboarded to the ZOHO payments portal.

What We Offer

• Comprehensive remuneration and pension: motivating financial packages based upon market rates for your role and is proportionate to your qualifications, level of experiences and skills profile
• Wellbeing & Engagement: Enjoy additional social benefits including a CHESS club, EAP support, and fitness program. Through regular business and team updates, morning teas, and fortnightly huddles, we create clarity on priorities and expectations, fostering strong engagement, connection, and a positive team culture
• Annual leave: our employees are entitled to 20 days paid leave plus all statutory public holidays
• Work alongside talented teammates across the region, collaborating both in person and remotely in a truly diverse team.
• Flexible working: we recognise the value of working flexibly and want to ensure all employees enjoy an excellent work-life blend. As such, we are open to conversations with employees related to setting up flexible working arrangementsrking arrangements

Qualifications

About you

Knowledge, Skills & Requirements

Experience

• Funds operations experience is preferred but not required
• Law/Business/ Accounting/ Economics degree preferred but not required
• Client management skills and experience required
• Administration skills and experience required

Competencies

• You have a strong understanding of Trust structures, related documentation, and legal and compliance obligations, with the ability to apply this knowledge effectively in day-to-day operations.
• You possess excellent written and verbal communication skills, along with exceptional stakeholder management abilities, enabling you to build and maintain strong relationships with clients and key partners.
• You demonstrate strong organizational, facilitation, problem-solving, and critical-thinking skills, with a solid understanding of business processes and operational requirements.
• You are highly self-motivated, proactive, and capable of working both independently and collaboratively, showing initiative while contributing effectively within a team environment.
• You have exceptional attention to detail and the ability to manage competing priorities, meet targets and deadlines, and deliver accurate, high-quality outcomes in a fast-paced environment.

Cultural competencies

• An expectation to have a fundamental awareness of one's own worldview and acknowledgement that different world views exist, including:
• Awareness of personal attitudes, values, beliefs, biases, and assumptions about others
• Knowledge of the various dimensions of diversity, including gender, race, and ethnicity
• Acknowledging that people from other cultural groups may not share the same beliefs and practices or perceive experiences in the same way
• Demonstrate an ability to communicate with Respect, empathy and openness to effectively interact with people across cultures, ranges of ability, genders, ethnicities, and races

Contribution to culture

• It is expected that employees willingly engage with and contribute to the inclusive culture at AMAL Trustees in line with the purpose and values of the organisation. Demonstrating specific behaviours aligned to the core values of We Care, Integrity and People first. Effectively creating a psychologically safe work environment for all in context to both specialist mini teams and the wider organisational enablement of cross-team functionality.

Information Security

• Compliance with AMALs Information Security policies and procedures to protect AMALs information assets against threats and vulnerabilities.

WHS

• At all times ensure compliance with WHS Policies and Procedures and all WHS legislative requirements

Additional Information

Sustainability is integral to our strategy and operations. Our sustainability depends on us building and maintaining long-term relationships with all our stakeholders – including our employees, clients, and local communities – while also reducing our impact on our natural environment. 

There is always more we can, and should do, to improve – whether in relation to our people, our clients, our planet, or our governance. Our ongoing success as a business depends on our sustainability and agility in a changing and challenging global landscape. We’re committed to fostering an inclusive, equitable and diverse culture for our people, led by our Diversity, Equity, and Inclusion steering committee.

Our learning and development programmes and systems (including PowerU and MyCampus) enable us to invest in growing our employees’ careers, while our hybrid working approach supports our employees in achieving balance and flexibility while remaining connected to their colleagues. We want to empower our 6,500+ employees - from 94 nationalities, across 24 countries - to each achieve their potential.  Through IQ-EQ Launchpad we support women managers launching their first fund, in an environment where only 15% of all private equity and venture capital firms are gender balanced.

We’re committed to growing relationships with our clients and supporting them in achieving their objectives. We understand that our clients’ sustainability and success lead to our sustainability and success. We’re emotionally invested in our clients right from the beginning.