Corporate Services Administrator

Reports to: Director of Legal and Compliance

Department: Corporate Services / Legal & Compliance

Job Purpose

The Corporate Services Administrator is responsible for the day-to-day administration and maintenance of legal entities (companies, foundations, trusts, SPVs), ensuring full compliance with statutory, regulatory, and internal governance requirements. This role supports the efficient operation of corporate structures and acts as a key liaison between clients, service providers, and internal departments.

Key Responsibilities

1. Entity Administration

• Maintain and update company registers (shareholders, directors, officers, UBOs)
• Prepare and file statutory documents (e.g., annual returns, amendments, resolutions)
• Coordinate incorporations, liquidations, and corporate changes (e.g., change of name, address, directorship) and bank accounts openings
• Maintain entity records both electronically and in hard copy

2. Compliance & Governance

• Monitor and manage filing deadlines to ensure timely compliance (e.g., license renewals, ESR, FATCA, CRS, etc.)
• Support KYC/AML onboarding and periodic reviews in accordance with internal policies
• Liaise with legal, tax, and compliance teams to ensure adherence to local and international regulatory frameworks

3. Document Management

• Draft board and shareholder resolutions, minutes, notices, powers of attorney, and corporate certificates
• Coordinate the execution and legalization of documents (e.g., notarization, apostille)
• Archive and manage corporate documents in line with record retention policies

4. Client & Stakeholder Liaison

• Serve as point of contact for clients, service providers, registered agents, regulators, and banks
• Respond to client queries regarding their entities in a timely and professional manner
• Support onboarding of new clients/entities and manage internal setup

5. Reporting & Systems

• Maintain accurate data in corporate systems
• Generate compliance or management reports as required
• Assist with audits, regulatory inspections, or internal reviews

Qualifications & Experience

Requirement Details

Education Diploma or Bachelor’s degree in Law, Administration, Business, Finance, or related field

Experience 2–5 years in corporate services, company secretarial, trust administration, or legal admin

Language Fluent in English (written & spoken); additional languages a plus

Tools Familiarity with company registry platforms and entity management systems

Key Skills & Competencies

• Strong knowledge of corporate law and entity governance (local & offshore)
• Excellent organizational and document-handling skills
• Attention to detail and ability to meet tight deadlines
• Professional communication and client service
• Discretion and confidentiality
• Ability to work independently and as part of a team
• Proactive and solution-oriented mindset

Preferred Experience

• Working knowledge of regulatory frameworks in DIFC, DED, Dubai Freezones, global corporate services
• Familiarity with international compliance regimes (ESR, FATCA, CRS, GDPR)
• Experience in a trust company, corporate service provider, law firm, or family office.
• Proficient in drafting and reviewing resolutions, company minutes, filings, and legal correspondence
• Professional Development Encouraged
• STEP Membership (Society of Trust and Estate Practitioners)
• ICSA/CGI (Chartered Governance Institute) certifications
• Ongoing AML/KYC or regulatory training

Key Skills & Competencies

Professionalism: Discreet, polished, and capable of handling confidential information with integrity

Client Service Orientation: White-glove approach to internal and external client management

Attention to Detail: High accuracy in record-keeping, document preparation, and deadline tracking

Communication: Clear and refined written and verbal communication; strong interpersonal etiquette

Time Management: Ability to manage multiple priorities under tight timelines with grace and precision

Teamwork: Collaborative, culturally aware, and adaptable to dynamic, high expectation environments

Technology Proficiency: Skilled in Microsoft Office Suite; comfortable with databases and workflow tools

Personal Style & Values

• Impeccable presentation and communication
• Poised under pressure and used to dealing with demanding clientele
• Takes pride in discretion, trustworthiness, and service excellence
• Strong understanding of client confidentiality and reputation sensitivity
• Culturally aware and globally minded