Financial Services Admin Coordinator

About the role

An investment management firm is looking for a Financial Services Admin Coordinator to drive operational continuity across its central business administration. The role acts as the single point of contact for external service providers and internal stakeholders across Cape Town, New York, the BVI and the Cayman Islands, ensuring regulatory, financial and investor deadlines are met. It does not perform technical accounting, legal or compliance work. The position can be worked remotely or from the Claremont, Cape Town office, and is a 6-month fixed-term contract with potential to extend.

Key responsibilities

• Build and maintain a master calendar of recurring corporate deadlines such as month-end accounting, payroll, PAYE, investor reporting, tax filings, compliance submissions and the annual audit.
• Coordinate end-to-end operations: gather documentation, route materials to external providers, monitor progress, resolve queries and confirm completion.
• Manage relationships with third-party fund administrators, auditors, legal counsel, banks, tax advisors and compliance firms.
• Oversee banking administration and coordinate transactional and document requests with financial institutions.
• Maintain structured digital records and corporate filing structures in cloud storage.
• Handle general administration such as correspondence, KYC packs, signature routing and ad hoc tasks.
• Identify bottlenecks early, follow up on outstanding items and propose process improvements.

Required profile

• At least 10 years of broad administrative experience, ideally 15 years or more.
• Track record of managing structured processes to strict deadlines and liaising with accountants, auditors, lawyers and banks.
• Strong written and spoken English; must be based in Cape Town and able to attend the Claremont office when required.
• Desirable: exposure to AI tools such as ChatGPT or Claude.

Required skills

• Email, Dropbox and Microsoft Word
• Microsoft Excel (beneficial)
• Zoom and Microsoft Teams
• Xero (beneficial)