Operations Administrator

Operations Administrator Position Overview The Operations Administrator is a central role within the Fund Service team, responsible for the accurate and efficient administration of daily trust operations. This position requires ownership of end-to-end administrative processes, ensuring the seamless execution of tasks that support both internal managers and external clients. The successful candidate will maintain the integrity and reliability of trust data while providing essential operational support. What You'll Do Client and Service Provider Administration You will serve as the primary point of contact for operational inquiries, managing all relevant inboxes and addressing client and service provider requests with precision and speed. A core responsibility is the administration of banking platforms, which includes resetting passwords, managing user access rights, and configuring payment entry and authorization settings. also, you will educate clients on critical operational frameworks, covering requirements, procedures, signing protocols, AML/CTF regulations, powers of attorney, and payment instructions. You will ensure all Trust-related information, including updates and documentation, is distributed accurately and on schedule. This extends to generating transaction reports, reconciling bank account statements, and providing detailed financial account information upon request. You will act as a liaison with clients, legal counsel, accounting firms, auditors, the ATO, and bank relationship managers to resolve Trust-related matters, including fees, statements, interest rates, and account modifications. Fund Management and Onboarding This role is pivotal in the setup and maintenance of trust structures. You will assist in the onboarding of new Trusts, handling the establishment of ABNs, TFNs, and GST registrations, opening bank accounts, and configuring banking platform access. A key function is to arrange client access and notify the Payments team of newly onboarded Trusts. You will be responsible for maintaining comprehensive and accurate client and Trust records within RAM, which includes managing access permissions, updating contact and mailing details, and monitoring outstanding BAS/IAS/ITR obligations. You will administer PPSR records and safeguard security tokens and verification statements. Your role will also involve managing allocated projects and actively supporting Risk & Compliance initiatives, including the distribution, collection, and tracking of compliance documentation and regulatory requirements. You will monitor team inboxes, uphold the integrity of Trust documentation and data, and collect key Trust information such as GAV figures and Unit Registers, ensuring all records are filed accurately and promptly. Coordination with the Payments team is essential to facilitate timely payment processing, review and approve payment instructions and unit prices, arrange the execution of fund documentation with key stakeholders, and ensure clients are successfully onboarded to the ZOHO payments portal. About the Role Knowledge, Skills & Requirements Experience A background in funds operations is preferred but not mandatory. A degree in Law, Business, Accounting, or Economics is also preferred but not mandatory. Candidates must demonstrate proven client management skills and possess strong administration capabilities. Core Competencies You must have an advanced understanding of Trust structures, associated documentation, and legal and compliance obligations, applying this knowledge consistently in a operational context. Excellent written and verbal communication skills are essential, alongside exceptional stakeholder management abilities to build and maintain robust relationships with clients and partners. You will demonstrate superior organizational, facilitation, problem-solving, and critical-thinking skills, with a firm grasp of business processes and operational requirements. The ideal candidate is highly self-motivated, proactive, and effective in both independent and collaborative settings, showing initiative while contributing positively within a team. You will exhibit meticulous attention to detail and the capacity to manage competing priorities, meet strict deadlines, and deliver accurate, high-quality outcomes in a dynamic environment. Contribution to Culture It is expected that you will actively engage with and contribute to the inclusive culture of AMAL Trustees, aligning with the organization's purpose and values. This involves demonstrating behaviours consistent with the core values of Integrity, People First, and We Care. You will foster a psychologically safe work environment for colleagues within specialist teams and across the wider organization. Information Security and WHS Compliance with AMAL's Information Security policies and procedures is mandatory to protect organizational information assets. You must also ensure adherence to WHS Policies and Procedures and all related legislative requirements at all times. 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 across our people, clients, planet, and governance. Our ongoing success as a business depends on our sustainability and agility in a changing and challenging global landscape. We are 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 are committed to growing relationships with our clients and supporting them in achieving their objectives. We understand that their ambitions are complex and varied, and we are prepared to meet these challenges with tailored solutions and unwavering dedication.