Financial Services Admin Coordinator

Job Description

• Driving operational continuity across an investment management firm, this half-day position provides critical oversight and coordination for all central business administration. The primary outcome of this role is to ensure zero operational friction by serving as the central point of contact for external service providers and internal stakeholders across Cape Town, New York, BVI, and the Cayman Islands.
• Operating either remotely or from the Claremont, Cape Town office (you must be Cape Town based), the position owns the execution of core corporate workflows without performing technical accounting, legal, or compliance tasks directly. By maintaining rigorous schedule control and document management systems, this role ensures all regulatory, financial, and investor deadlines are consistently met.

Key Responsibilities

• Build, maintain, and manage a master calendar of all recurring corporate deadlines, including month-end accounting, payroll, PAYE, monthly investor reporting, tax filings, compliance submissions, and the annual audit.
• Coordinate end-to-end operational processes by gathering required documentation, routing materials to external providers, monitoring progress, resolving queries, and confirming final completion.
• Manage day-to-day relationships and serve as the primary operational contact for third-party fund administrators, auditors, legal counsel, banks, tax advisors, and compliance firms.
• Oversee banking administration and coordinate routine transactional and document requests with financial institutions.
• Maintain complete, structured, and easily accessible digital records and corporate filing structures across cloud storage environments.
• Handle general business administration duties including corporate correspondence, documentation requests, Know Your Customer (KYC) packs, signature routing, and ad hoc administrative tasks.
• Identify operational bottlenecks early, proactively follow up on outstanding items, and propose process improvements to increase administrative efficiency.

Essential Requirements

• At least 10 years of broad administrative experience, ideally 15 years or more.
• Demonstrated track record of managing structured processes to strict deadlines and liaison with professional third-party service providers (accountants, auditors, lawyers, and banks).
• Strong written and spoken English communication skills with the confidence to interact with professional services firms.
• Must be based in Cape Town and available to work from the Claremont office when required.
• Practical problem-solving capabilities, high attention to detail, and a self-starter mindset.

Desirable Requirements

• Experience with or exposure to AI tools (such as ChatGPT or Claude) to enhance operational efficiency.

Required Software Skills

• Email
• Dropbox
• Xero (beneficial)
• Microsoft Excel
• Microsoft Word
• Zoom
• Microsoft Teams
• AI Tools (ChatGPT, Claude)