Corporate Officer / Administrator
Apex Group Ltd
The Apex Group was established in Bermuda in 2003 and is now one of the world’s largest fund administration and middle office solutions providers.
Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide.Your career with us should reflect your energy and passion.
That’s why, at Apex Group, we will do more than simply ‘empower’ you. We will work to supercharge your unique skills and experience.
Take the lead and we’ll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities.
For our business, for clients, and for you
Corporate Officer / Administrator - Job description
Role Overview
POSITION: Corporate Officer / Administrator
DEPARTMENT: Corporate Services, Company Secretariat
LOCATION: Hungary – Onsite, Váci út 41., Advance Tower II., H-1134, Budapest
EMPLOYMENT TYPE: Full Time Permanent
The Corporate Officer / Administrator plays a key role in supporting the delivery of company secretarial and operational services to clients. This position involves maintaining statutory and financial records, coordinating regulatory filings, and ensuring timely execution of administrative tasks. The role requires strong attention to detail, excellent organisational skills, and the ability to liaise effectively with internal teams and external stakeholders.
As the business evolves, the scope of this role may expand to include additional responsibilities such as accounting and transaction processes, completion of compliance certificates, and accounting questionnaires.
The successful candidate will report into the Company Secretarial Manager in Hungary, and will be expected to work proactively, independently when required, and as part of the UK team and the wider Apex team.
Key Responsibilities
Data Protection License (DPL) Maintenance: maintenance of client-specific static data on the ICO portal (ico.org.uk), calculating annual fees and arranging payments for licence renewals.
Legal Entity Identifier (LEI) Management: renewal of expiring LEIs on behalf of clients through the Euronext and Univista portal, coordination of authorisation letters and supporting documentation as required and facilitation of top-up settlements.
Annual Client Review (ACR): Maintenance of client data in CCH system, completion of ACR review forms and submission of the same for Client Relationship Manager (CRM) approval, achieving of completed reviews in respective client folders.
Bank Statement Management: Retrieving of monthly bank statements from client portals, archiving the same for access by the London Operations Team (LOT), provision of statements on request to relevant stakeholders
Diary Notes & Task Management: Update and manage diary notes in CCH system, presenting outstanding items via CCH SmartReports during weekly calls, liaising with CoSec team and CRMs to ensure timely updates.
Monthly Billing: Maintenance of billing data in CCH, updating of billing details (e.g., RPI increases) before month-end, coordinating with CRMs and Billing Team to ensure invoice accuracy and approval, circulating and processing of payments as instructed.
Invoice and Credit Note Processing: Completion of billing sheets / credit notes per CRM instructions, facilitating the review and approval of invoices / credit notes, circulation and processing of payments.
Instruction Letters to Bank of New York (BoNY): Requesting client bank statements, drafting and reviewing instruction letters in collaboration with CRMs, uploading the necessary documents to DocuSign for approval, and submitting the finalised instructions to BoNY while ensuring settlement confirmation is received.
Payment Requests: Managing Payment Request Forms (PRFs) in accordance with CRM instructions, including organising them by value date and client code, completing forms for various transfer types (such as GBP, international, and intra-account transfers) coordinating with the London Operations Team (LOT) to ensure timely notifications, monitoring authorisation deadlines, and forwarding payment summaries while tracking approvals to support efficient execution.
Mailbox Monitoring: Monitoring of team mailbox and liaising with client /cosec teams as required, ensuring timely responses and task allocation
Additional Responsibilities (Subject to Role Evolution): Supporting accounting and transaction processing, assisting with the completion of compliance certificates, and contributing to accounting questionnaires and related documentation as needed.
Key Skills & Attributes
Strong organisational and time management skills
High attention to detail and accuracy
Ability to work independently and as part of a team
Proficiency in Microsoft Office and CCH systems
Excellent communication and interpersonal skills
Familiarity with regulatory and financial procedures preferred
Qualifications
Degree or diploma in Business Administration, Finance, Law, or related field (preferred)
Prior experience in corporate services, company secretarial, or financial administration is an asset
Disclaimer: Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted for this position. Apex operates a direct sourcing model and where agency assistance is required, the Talent Acquisition team will engage directly with our exclusive recruitment partners.