Role Purpose

The Operations & Onboarding Associate will play a critical role in supporting the day‑to‑day functioning of the Operations team by taking ownership of key processes currently heavily concentrated across three existing team members. The role is designed to improve workload distribution, eliminate single points of failure, and strengthen operational resilience across onboarding, regulatory documentation, client servicing, and transaction processing.

This role requires a detail‑driven individual with strong process awareness, who is able not only to execute tasks but also to identify opportunities to improve the efficiency, consistency, and reliability of operational workflows.

Key Responsibilities

1. Client Onboarding & Account Setup

• Perform initial and periodic reviews of client identification, regulatory, and supporting documentation for individuals, companies, trusts, and other complex structures.
• Conduct ongoing compliance refresh checks to ensure all client records remain current and meet regulatory standards.
• Prepare onboarding packs, complete required forms for custodians, and maintain accuracy across internal systems.
• Issue welcome notes, ensure correct fee structures are applied, and fully complete onboarding checklists.
• Liaise with PM assistants, custodians, and compliance teams to ensure all outstanding onboarding requirements are fulfilled

2. Transaction Processing

• Process and verify deposits, including checking Source of Funds (SOF) and ensuring correct POSF documentation.
• Manage withdrawal requests, conduct call-backs, and ensure timely submission to custodians.
• Assist with inter-account transfers, cash movements, and settlement confirmations.

3. International Tax & Regulatory Documentation

• Assist clients and PM teams with cross‑border tax residency declarations and international tax compliance forms required by custodians (e.g., U.S. investment eligibility, foreign tax classification requirements).
• Troubleshoot issues related to links, access, verification codes, or classification questions within digital tax documentation platforms.
• Escalate complex cases and ensure accurate, timely submission of required forms.
• Maintain regulatory documentation logs and assist with enhanced due‑diligence reviews for high-risk clients.

4. Fee Administration

• Update fee structures, brokerage rates, and management fees where required.
• Support month-end and quarter-end fee processes, reducing dependency on senior team members.

5. Client & PM Support

• Respond to PM and client assistant queries relating to account status, documentation, deposits, withdrawals, and compliance.
• Facilitate requests for system access, client logins, statement requests, and administrative updates.
• Provide clear communication and follow-up to minimise escalations.

6. Proactive Process Improvement & Operational Excellence

• Continuously assess existing workflows to identify inefficiencies, bottle­necks, or manual pain points.
• Make proactive suggestions for:
• Simplifying and standardising tasks
• Reducing duplication
• Improving cycle times
• Enhancing data accuracy and system utilisation
• Contribute to the development and maintenance of SOPs, process maps, and internal documentation.
• Escalate recurring issues (e.g., system limitations, repetitive client queries) and propose practical solutions.
• Participate in department initiatives aimed at automation, digitisation, or operational optimisation.