Julie Marshman

General description

The booking Centre Team provides wide ranging support services to the Relationship Managers in other group offices.

Key features of the position;

• Managing emails and telephone calls
• Assist the Relationship Managers with all aspects of account opening , providing blank forms and answering any questions with regards to the completion of documents.
• Reviewing the documentation for completeness
• Review and confirm sufficient information is contained within the client profile/KYC/Investment
• Profile to proceed with the account opening.
• Arrange client access to eBanking
• Controlling client transactions, including;

Payment control & authorisation , ie verification of signatures , check balances, and credit warnings, consider due diligence on the transaction , and arrange account to be sufficiently covered if necessary.

• Security Trading
• ‘Foreign Exchange Transactions
• Fixed Deposits
• Corporate Actions -Forward on Corporate Action to the relevant RM , and answer any queries
• Regular risk , documentation reviews and follow up
• Ongoing compliance and admin tasks including KYC, CDD updates, regular and objective AML and risk assessments
• Chasing outstanding documentation from RM
• Annual review of hold mail clients
• Account closing
• Ad-Hoc projects for Bank/Department
• Periodic Client Reviews
• Obtain FATCA forms for reporting clients to the relevant tax authorities
• Process mandate changes and ensure fees are aligned to mandates

Systems used; Microsoft office and outlook , Word, excel , Host , myCRM, On Demand , OTMS

• Inter company Placements - ensuring that deal figures have not breached relevant jurisdictions.
• Daily reconciliations
• FX's
• Processing of Fiduciary Deposits, Money Market, 3rd Party , structured products and bonds in the system.
• Pay monthly management fees
• Preparing accounting and treasury daily reports
• Generating monthly interest on call accounts
• Preparing audit requests

A varied role with tight deadlines and constantly changing priorities part of a team of 3 people providing support to the Wealth Management teams in Guernsey. Acting as liaison between the Guernsey office and the operations center in Zurich.

Key duties:

• Processing payments, FX.s , Internal transfers and daily clearing, BACS on T24
• Place Fiduciary deposits and arrange for monies to be transferred.
• Process of Cash Management deposits
• Input days work into Folio
• Administer charge card requests including replacement cards, cancel and stolen cards.
• Audit letters to accountants and auditors
• Email queries for payments and any returned funds
• Check static data records for correct new client set up including fees and trading charges
• E Services - online platform new user set up and provide client support to users
• Update departmental procedures
• Process closure requests
• Update systems with new authorized Signatory Lists including any world checks for new signatory's.
• Maternity cover assisting Relationship Managers with collating new account documentation packs, completing call backs for payments, FX's and setting up EServices access for clients.
• Maternity cover assisting new business department , Setting up structure charts, ensuring all paperwork received for new account packs . World checks and internet searches on all relevant parties. Project work completed: Cross checking and requesting outstanding due diligence for 300 clients with Hong Kong office.

• Complete/review the weekly dealing and reporting for DXE
• Check/review client monies account statements on a weekly basis for weekly dealing of fund.
• Monitor the loan and reporting for any Dominion Fund with loans included in the NAV
• Liaise with all third party service providers and internal group offices.
• Complete ongoing quality checks re client files, share registration review and input.
• Carry out Client/IFA queries on a timely basis.
• Ensure all client CDD/AML documentation is complete and held on file.
• Monitor and enhance the departments procedures to maximize the efficiency within the department.
• Check the administrator's and Custodian's dealing reports to Dominion records.
• Liaise with Dominions Investment Advisors with regard to underlying investments on the funds, ensuring cash is managed on a daily basis.
• Ensure the cash management is performed for all Dominion Funds and FX's are instructed with the relevant brokers.
• Act as cover for the completion of the weekly dealing reporting for the Global Trends Funds.
• Assist with the training and supervision of the Junior Administrators (2 staff)

Goals achieved:

Change of Administrator, Custodian and new dealing system implementation.

Assisted in the set up of a new weekly dealing fund.

Reason for leaving: Career Change

• Day to day administration of Guernsey based schemes/ development Capital Funds in compliance with Butterfield Fulcrum policies , procedures and regulation.
• To ensure the highest level of service is provided to existing clients of the company.
• Manage relationships with clients and other service providers.
• Familiarisation with permanent details of the client review and Fund info schedules showing parties and current administration functions.
• Processing and reconciling payments
• Update and maintain client master records
• Update and maintain Authorised Signatory files
• Update and maintain investor dealing records and dealing sheets for daily funds.
• Communicate with clients and respond to client enquiries by telephone, email or letter.
• Ensuring payment and other deadlines are met and procedures adhered to.
• Drafting and distributing confirmation letters to investors.

Reason for Leaving: Redundancies announced by the company on 28th May 2012.

Core Tasks:

• Check Transfer Agency daily dealing (44 funds)
• Check Transfer Agency Bank Recs (9 accounts)
• Check fax log for fax payments to HSBC Private Bank on behalf of the Transfer Agency, Private Equity and Fund Accounting Teams.

Adhoc Tasks

• Checking stock transfers
• Setting up new client entity accounts and portfolio designations.
• Static data changes /updates
• Setting up new funds-obtaining ISIN codes
• Set up agent accounts for scales and terms of commission
• Input system holidays into the system to ensure Fund cut offs are calculated correctly on the system.

Weekly Tasks:

• Transfer Agency weekly dealing (10 funds)
• Checking Fund Accounting recs (15 accounts)

Monthly Tasks:

• Set up series funds in the system (5 funds)
• Reconcile ledger recs
• Produce and check the internal control duplicate trade check spreadsheet.
• Check Transfer Agency monthly dealing (60 funds)

Reason for leaving: Redundancies announced by HSBC on 26.01,2012

• New client take on
• Execution of internal and external trades
• Reconciliations
• Obtaining pricing from managers and recording pricing on the system
• Payment of management fees, commission and redemption proceeds.
• Process Subscription and Redemption requests into the range of Stenham Hedge Funds.
• Process stock transfer requests.

Reason for leaving: Career change into a middle office role

• Input/ processes of payments and FX's
• Investigated queries/ differences
• Reconciled Nostro accounts

Reason for leaving: To further career in more challenging role

• Responsible for 4 staff members
• Released Money Market and FX rates from the Treasury Department into the systems.
• Cheque books and Cheque cards orders
• Checked audit requests from auditors
• Checked interest letters requested from personal clients
• Checked set up and closure of accounts on systems

Money Market Fixed Deposits

• Fixed amounts with fixed rates confirmed by Treasury dept

Pay in/ Self balancing

• Paid in/ ordered cash from bank.
• Ordered foreign currency
• input self balancing entries over accounts.

Back office release deals

• Input or checked large deals from the Treasury Dept
• Input or checked large deposit deals to relevant corresponding banks.

Reconciliations

• Reconciled Nostro accounts and passed relevant entries onto system.
• Investigated any outstanding cash amounts on bank statement.

Reason for leaving: Career break to go traveling

• Prepared payments, internal transfers, giro credits and cheques on behalf of clients.
• Maintained client data on systems
• Processed notice letters of withdrawal
• Client contact in person and on telephone

Reason for leaving: To further career as small company and no room for progression.

• Setting up new proposals
• Printed weekly business stats
• Deposited cheques into the bank
• Set up standing orders
• Checked and sent out unit statements

• Collect and sort out post
• Type letters
• Prepare board room and make coffee
• General office duties