Office Administrator

Our Cayman office invites applicants for the position of: Office AdministratorHarmonic is one of the largest independent fund administrators, delivering a range of services and technology to private debt, hedge funds, fund of funds, private equity funds, private banks, pension funds and family offices. With our experienced professionals and technology, we support a dynamic and complex industry characterized by new financial products, trading strategies and capital markets. Harmonic is service oriented and technology intensive providing comprehensive services and software that include operations outsourcing, custom development and technology for global investment managers.

Job SummaryThe Office Administrator will manage daily administrative and reception duties to ensure smooth office operations and support various Harmonic Fund Services projects. This role involves supporting internal service functions as needed and assisting with data integrity. The Office Administrator serves as the first professional point of contact for clients and visitors. The ideal candidate is proactive, organized, and capable of multitasking. Essential FunctionsProvide operational support to the team and offer excellent customer service to stakeholders, resolving issues and answering queries. Assist with scheduling meetings, interviews, managing office and boardroom calendars, and coordinating travel arrangements.

Complete administrative tasks such as updating files, organizing documents, and handling ad-hoc requests from the Partners and Executive team. Minute-taking for internal meetingsReception DutiesMonitor the front desk, greet and direct visitors, manage incoming calls, and handle inquiries professionally. Document management; Handle confidential documentation and correspondence. Manage incoming and outgoing mail, assist with document preparation and formatting, and liaise with courier vendors. Assist with Health & Safety programs and coordinate building safety compliance, including organizing fire warden and first aid training. Office Management SupportAssist in coordinating facilities and supplies, and liaising with building management, cleaners, and service providers.

Handle repair or cleaning issues. Maintain office and kitchen supplies, ensure office equipment is functioning, and assist with general office maintenance. Maintain databases, update records, and assist in preparing reports for management. Ensure data integrity in Harmonic databases through accurate data entry and management. Assisting HR with admin tasks as requested. Event CoordinationOrdering & coordinating weekly lunch deliveries and monthly socials. Assist in planning company events, meetings, and other activities, including in-house or off-site gatherings. Other ResponsibilitiesParticipate in special projects. Provide coverage for team members and support colleagues to ensure all work is completed. Other job functions as required.

Job QualificationsA university graduate with a professional accounting qualification (CA, CPA, CGA, CMA or equivalent)Minimum 2 years’ experience in a similar role working with complex securities and derivatives productsKnowledge, Skills & Abilities RequiredHigh level of expertise and technical knowledge of alternative investment products, the offshore financial services industry including system technology, portfolio valuation, accounting, share transfer and registration, prime brokerage, financing and custodyA sound working knowledge of all Windows applications and ideally, knowledge of fund accounting applicationsSelf-driven attitude and a strong work ethicDemonstrate a keen attention to detailExcellent interpersonal skills and strong team orientationExperience of relationship management and client serviceExcellent time management, organizational and prioritization skillsExcellent communication skills, both verbal and written