JOB DESCRIPTION
JOB TITLE: Senior Fund Administrator
REPORTING TO: Fund Manager, Whitmill Trust Company Limited, Jersey (“Whitmill”)
JOB PURPOSE
The Senior Fund Administrator is responsible for the day-to-day administration of a portfolio of primarily complex funds client structures. The role serves as the principal operational and relationship contact for clients, delivering a high-quality, compliant, and commercially aware service. The postholder works with limited supervision, exercising sound judgement, supporting the Fund Manager, Associate Director and Fund Client Director in broader relationship management, and contributing to strong governance, risk management, and professional standards across the Fund Team.
KEY RESPONSIBILITIES
CLIENT & PORTFOLIO MANAGEMENT
Act as the primary day-to-day point of contact for an assigned portfolio of complex fund and corporate clients, ensuring service expectations are consistently met or exceeded.
Manage all aspects of client administration, including investor reporting, statutory record-keeping, cash management, investment transactions, capital calls/drawdowns, distributions, and preparation of investor notices.
Maintain proactive communication with clients, intermediaries, banks, agents, and the JFSC registry in relation to own portfolio.
Organise, attend, and lead board meetings, including responsibility for quorum checks, agenda preparation, circulation of documents, and accurate, timely minute-taking.
REGULATORY, COMPLIANCE & RISK MANAGEMENT
Ensure that client structures operate in full compliance with relevant legislation, regulatory requirements, and internal policies.
Identify and document Trigger Events, completing all required compliance checklists. Assist with and understand FATCA and CRS obligations, including supporting data collection
and reporting processes. Support ongoing KYC maintenance, static data updates, sanctions awareness and checks,
and regulatory filings such as confirmation statements and NRA-related actions. Prepare and file annual confirmation statements and ensure annual regulatory submissions
are completed accurately and on time. Process and/or review payments, understanding different processes for high-risk clients and
those subject to sanctions.
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FINANCIAL OVERSIGHT & AUDIT
Review payment instructions and receipt inventories prepared by Administrators. Analyse WIP, monitor aged debt, and support timely billing, including circulation of invoices
to clients. Review financial statements and manage audit processes (including regulated audits),
attending audit meetings independently and ensuring PBC lists are kept up to date and deadlines are met.
TEAM LEADERSHIP, DELEGATION & DEVELOPMENT
Provide technical guidance, support, and coaching to less experienced team members, promoting professional development and consistent service standards.
Delegate work appropriately to junior staff and other team members with capacity, while maintaining oversight and responsibility for final output.
Support the Fund Manager in monitoring performance metrics, risk indicators, and workflow management within the Fund Team.
OPERATIONAL EXCELLENCE & SYSTEMS COMPETENCE
Maintain accurate and up-to-date records of transactions, investor communications, meeting documentation, and regulatory submissions.
Use core systems effectively, including: o Allvue for investor reporting and fund administration processes; o Microsoft Teams, Planner, and other digital tools for collaboration, workflow
management, and meeting coordination. Contribute to the development or evaluation of new products, client opportunities, or
enhancements to operational processes.
NEW BUSINESS & ONBOARDING
Assist with new business onboarding, completing checklists, establishing profiles and entities, and ensuring all regulatory requirements are addressed (including updates to JFSC records, nominated persons, and registered office details).
SKILLS, KNOWLEDGE & EXPERTISE
Strong working knowledge of Jersey finance industry legislation, regulatory requirements, and market practices.
Minimum of 4 years’ relevant industry experience, with at least 3 years managing own client portfolio, ideally with corporate client exposure.
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Good understanding of fund structures, governance requirements, transactions, and investor reporting.
Experience managing complex workflows, competing priorities, and demanding deadlines. High level of accuracy, responsibility, and professional judgement, with the ability to work
independently. Demonstrated ability to delegate effectively and provide coaching and practical support to
junior staff. Studying toward or willing to undertake a relevant professional qualification (e.g., ICSA/CGI,
STEP, or equivalent per Table 4). Strong communication, organisational and relationship-management skills.
KEY INTERNAL & EXTERNAL CONTACTS
Whitmill Fund Manager
Whitmill Fund Client Directors
Whitmill Fund Team
Whitmill Client Accounting Team
Whitmill Compliance Team
Whitmill Company Secretary
Clients, intermediaries, banks, agents, auditors, and regulatory contacts
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