Administrator

EMPLOYMENT TYPE: Permanent

DEPARTMENT: Business Development & Marketing

DIVISION: Institutional Client Services

WORKPLACE STRUCTURE: Hybrid

ROLE OVERVIEW

PURPOSE OF THE JOB

The purpose of this role is to provide essential administrative and operational support to the Commercial and Management team, helping to ensure the smooth day-to-day running of client and business development activities.
The role will also involve regular communication with third parties such as notaries, banks, the Luxembourg Business Registers, Lawyers and other external service providers, as well as close coordination with internal stakeholders including Compliance, Legal, Finance, Accounting, IT, and Group Marketing.

The role will also contribute to business development activity by assisting with pipeline coordination, client communications, and general commercial support. Overall, this position will strengthen internal capacity, improve service delivery, and support the division’s growth objectives.

MAIN RESPONSIBILITIES AND DUTIES

• Adhere to JTC core values and guiding principles
• Work closely with members of the Commercial Team to support and enhance the efficiency of the division’s day-to-day operations.
• Assist with the coordination of new client onboardings and incorporations from start to finish.
• Support the collection, review, and filing of onboarding documentation, including KYC and due diligence documents, across different systems such as BDO Eyes and Viewpoint.
• Assist with the preparation and circulation of relevant corporate documents, such as shareholder registers, simple resolutions forms, and internal checklists,
• Assist with maintaining and updating sales trackers and internal databases to ensure information is accurate and current.
• Liaise with internal departments including Compliance, Legal, Finance, Accounting, IT and Group Marketing to ensure timely completion of onboarding and commercial processes.
• Coordinate with third parties such as notaries, banks, the Luxembourg Business Registers and other counterparties in relation to incorporations, filings, bank account openings and related administrative matters.
• Support the preparation of engagement documentation, client acceptance forms, and handover packs to operational teams.
• Assist in ensuring timely and accurate setup of new clients and entities to facilitate invoicing and service commencement.

ESSENTIAL REQUIREMENTS

• Strong interest in onboarding, corporate services and client administration
• Commercial awareness and willingness to support business development activity
• Ability to work in a deadline-driven and service-oriented environment
• 2 years of experience in an administrative, client service or coordination role.
• Excellent attention to detail and accuracy.
• Good written and verbal communication skills in English, any other languages would be an advantage.
• Ability to manage multiple tasks and priorities in a structured manner.
• Comfortable working with systems, trackers, databases and document-heavy processes.
• Strong stakeholder engagement and interpersonal skills.
• Proactive and solution-oriented mindset.
• Ability to work effectively with internal teams and external counterparties.
• Analytical skills and the ability to identify gaps, inconsistencies or missing information.
• Professional, reliable and discreet, with a high level of integrity in all professional interactions.
• Good command of Microsoft Office, particularly Outlook, Word and Excel.
• Knowledge of Luxembourg corporate environment, company incorporation steps, or interactions with local authorities would be an advantage.

The expected salary range for this position is a minimum of €45 000 per annum, based on experience and qualifications.

OUR COMMITMENT TO INCLUSION & WELLBEING

JTC is committed to fostering a healthy, inclusive organisation where all individuals feel welcome and feel able to participate in the workplace fully. We value different perspectives, backgrounds and lived experiences. This includes supporting employee wellbeing so that people feel equipped to thrive.

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