Registrars Officer at ARM Hold Co.

Job Summary

• The Registrars Officer is responsible for supporting the accurate maintenance of the unit holder register and investor records across ARM-managed funds and securities accounts. Working under the supervision of the Team Lead, Registrars, the officer processes investor record updates, client instructions, CSCS submissions, and dividend-related activities in line with defined procedures, KYC standards, and regulatory requirements. The role requires meticulous attention to detail, a systematic approach to documentation, and a clear commitment to escalating data quality issues, control exceptions, and unresolved items to the Team Lead promptly.

Job Details

• Process client record update requests received via CRM — including changes to name, address, bank account details, beneficiary nominations, and contact information — verifying that all requests are supported by a signed instruction, appropriate identification documents, and CRM workflow completion before updating the relevant core application. 
• Perform signature verification for redemption requests, unit transfer instructions, and liquidation mandates received on Navision, cross-referencing the client's specimen signature against the ARM Shared Folder (Repository) and confirming that the amount, bank details, and instruction details are consistent with the submitted mandate. 
• Process unit transfer requests (intra-fund and inter-fund) received via CRM, confirming that client instruction letters or request forms are signed, that the units or amounts instructed match those booked on the core application, and escalating incomplete or inconsistent requests to the Customer Experience team for correction. 
• Initiate CSCS account opening requests by submitting client account data from CRM/MyWealth to the CSCS Portal via the automated integration, monitoring submission outcomes, rectifying REQUEST STATUS FAIL errors by identifying and correcting the relevant data field, and logging error types for recurring pattern review. 
• Process CSCS record updates — including name changes, address changes, bank detail amendments, and account mergers — via the CSCS Brokers Portal, ensuring all ARM cover letters, client instruction letters, and required supporting documents are attached and that evidence of payment of CSCS fees is obtained before submission. 
• Support the dematerialisation of share certificates by reviewing submitted forms and documents for completeness, ensuring authorised signatories and legal seals are in place, submitting documents to external Registrars with acknowledgement copies retained, and following up on outstanding submissions at defined intervals. 
• Process inter-member share transfer requests (inward and outward) by accurately capturing client instructions on the STF (Share Transfer Form), initiating transfer requests on the CSCS online platform (csdatax.com), monitoring CSCS approval outcomes, and notifying the Customer Experience team of rejections with reasons for client follow-up. 
• Create caution and lien requests on Navision for accounts subject to client-initiated or internal restriction orders, attaching the relevant signed instruction or email trail, completing all mandatory fields, and sending for Team Lead review and approval within the prescribed SLA. 
• Support the processing of estate account conversion requests by reviewing submitted documents against the prescribed checklist (Letter of Administration, death certificate, means of identification, utility bill, newspaper publication, banker's confirmation, and letter of request), noting outstanding items, and advising the Customer Experience team on regularization requirements. 
•  Assist with dividend payment processing by confirming that bank account details are accurately captured on CRM/Navision for clients with payout mandates, supporting the preparation of payout schedules for submission to the Settlement team, and confirming that reinvestment mandates are correctly applied on the system. 
• Reconcile unit holder register data with fund accounts records and dividend payment schedules on a periodic basis, identifying and logging discrepancies, and escalating unresolved items to the Team Lead with a clear description of the exception and supporting documentation. 
• Maintain accurate, up-to-date records of all investor instructions processed, documents received, CSCS submissions made, and exceptions identified; update the issue log with current status of all open items as directed by the Team Lead. 
• Generate and distribute investor statements and other account correspondence as directed by the Team Lead, ensuring outputs are accurate, complete, and issued within the applicable SLA. 
•  Escalate persistent data quality issues, control exceptions, or aged unresolved items to the Team Lead promptly, providing a clear summary of the issue, the steps already taken, and a recommended next action. 
•  Carry out any additional registrar, investor record, or data validation tasks assigned by the Team Lead or Head of Operational Services.

Requirements

Required Knowledge, Skills, and Abilities  

• Good understanding of unit holder registry management, investor record-keeping standards, and the documentation requirements applicable to mutual fund and securities account administration. 
•  Familiarity with CSCS processes including account opening, inter-member transfers, record updates, and the CSCS Brokers Portal. 
• Ability to perform signature verification, document review, and KYC validation to a high standard of accuracy and consistency. 
•  Knowledge of estate administration documentation requirements and the handling procedures for deceased investor accounts is an advantage. 
• Proficiency in Dynamics Navision, MyWealth, and CRM platforms; ability to navigate the CSCS Brokers Portal for standard transactions. 
•  High attention to detail and accuracy in data capture, with the ability to work under time pressure during market hours. 

 Generic Skills 

• Exceptional attention to detail, with a methodical and thorough approach to documentation review and data entry. 
•  Intermediate Microsoft Excel skills for register reconciliation, exception tracking, data validation, and report support. 
• Good written communication skills for preparing clear, well-structured escalation notes, correspondence, and exception logs. 
•  Strong organizational skills with the ability to manage multiple concurrent investor requests and documentation workflows simultaneously. 
•  Collaborative team player who actively supports the Team Lead and colleagues in meeting shared SLA and accuracy targets. 
•  Commitment to process compliance, authorisation discipline, and the escalation of issues within defined timeframes.