Domiciliary Assistant and Receptionist

Job Description

At abrdn, our purpose is to enable our clients to be better investors.

Clients worldwide trust us to find future-fit investment opportunities to deliver the outcomes they want. Our technology and insight help empower them to make better decisions, while the powerful partnerships we build help to enhance the expertise that we offer. And by enabling clients to invest responsibly, it helps us to build a better world.

About the Role

Domiciliary Assistant Duties:
a) Reception and Filing of Documents:
- Designate a central location for receiving physical mail.- Assign a team to regularly check the incoming mail and sort it based on importance and urgency.- Maintenance of a detailed record of received mail, including sender, date received, and purpose.- Filing physical mail.-
- Organisation of electronic documents in a secure digital storage system with proper categorization and labelling.- Ensuring all electronic files are regularly backed up to prevent data loss.- Ensuring document retention periods are respected

b) Signature Collection:
- Maintain a process for identifying directors and authorized signatories.- Support the business on the notification of authorised signatures of documents requiring their approvals.- Ensure that authorised signatures receive the necessary information to be in a position to sign and return the documents.- Ensure that all signed documents are properly scanned and stored digitally.

c) RBE/RCS Filings:
- Be familiar with the requirements of RBE (Registre de bénéficiaires effectifs) and RCS (Registre de commerce et des sociétés) filings in Luxembourg.- Maintain a calendar of filing deadlines to ensure timely submission. Gather all necessary documentation, including UBO information and relevant company/fund details.- Prepare and review the filings to ensure accuracy and compliance with regulations.- Submit the filings through the appropriate channels or platforms as required by Luxembourg authorities.

d) Receptionist Duties:
- Greet and welcome visitors in a warm and professional manner.- Manage incoming calls and direct them to the appropriate department or individual.- Handle general inquiries and provide accurate information to clients and visitors.- Maintain a tidy and organized reception area.

e) Administrative Support:
- Assist with administrative tasks, such as scheduling appointments and maintaining records.- Collaborate with other team members to ensure smooth operations.- Previous experience in a similar role preferred.- Fluent in both English (written and spoken).- Strong interpersonal and communication skills.- Compassionate and patient demeanor for domiciliary tasks.- Organized and detail-oriented.

An inclusive way of working

Whatever way you like to work, if you have the talent and commitment to join our team, we’d like to hear from you.

At abrdn we’ve adopted a ‘blended working’ approach. This approach combines the benefits of face-to-face collaboration, coaching and connecting in our offices with the flexibility of working from home. It enables colleagues to find a balance that works for their roles, their teams, our clients and our business.
- An inclusive culture

We’re committed to providing an inclusive workplace where all forms of difference are valued and which is free from any form of unfair or unlawful treatment. We define diversity in its broadest sense - this includes but is not limited to our diversity of educational and professional backgrounds, experience, cognitive and neurodiversity, age, gender, gender identity, sexual orientation, disability, religion or belief and ethnicity and geographical provenance. We support a culture that values meritocracy, fairness and transparency and welcomes enquiries from everyone.