Support Officer

Arendt Investor Services (AIS) is the investor services' arm of Arendt. We help clients to efficiently run the operational side of their business, bringing peace of mind to investors. Equipped with the latest technology, our 300 experts provide clients with an integrated suite of fund and corporate services, delivered to the highest market standards.

Our services complement Arendt's legal expertise and regulatory & consulting services. We are a Professional of the Financial Sector (PFS) supervised by the CSSF and ISO 22301 certified.

The experts at AIS and AManco provide clients with: Corporate Services, Fund Administration Services, Governance Services, Operational AML & Compliance Services, Tax Compliance Services, Depositary Services, as well as Third Party AIFM Services (provided by AManco S.A.).

Given the ongoing development of AIS, we are currently recruiting:

Support Officer

Your role:
Handle incoming mail: process incoming mails for domiciliated companies, open and sort mail, create cover sheets, scan documents to management system, and file originals.

Index documents in document management system: review and complete mandatory fields, correct discrepancies, and share documents with operational teams and client webpage.

Prepare outgoing mail and shareholder mailings: registered mails, DHL, etc.

Manage borrowing-out of documents: proper use of the document management system to locate and provide documents to ensure document traceability.

Archive physical documents and registers for domiciliated companies.

Procced with physical document destructions: according to the company physical document Destruction Policy.

Coordinate file transfers (in/out): organize archive collection, gather and prepare files, process and archive documents as needed, manage delivery, and update the relevant systems.

Coordinate external courier service provider: coordinate with the service provider for pick-up/delivery documents/files.

Coordinate document legalization with notaries, embassy and apostille orders with Ministry.

Provide operational system support for: creation of supplier in CRM system with the instruction of Operational team, manage and support DocuSign users, and iPads management in Board Intelligent (reservation and board pack updates).

Support data quality and reporting: produce weekly discrepancy reports for document management system, perform quality checks, and contribute to periodic reporting review (e.g., quarterly CSSF report).

Maintain procedures and re-billing: review and update procedures, update re-billing reports, and submit validated re-billing items to Finance (registered mail/DHL, apostille, external courier).

Assist with the day-to-day activities of the Support Department and the Senior Support Officer.

Your profile:
Minimum 1 year of experience in a similar role (experience in an administrative, office support or business support role).

Proficiency in Microsoft Office (Outlook, Word, Excel) and ability to manage shared mailboxes and email notifications.

Ability to work with document management and archiving tools and maintain accurate registers/audit trails.

Comfort working with scanning hardware and handling physical files, archive boxes, and secure storage processes.

Good written and verbal English communication skills.

Attention to procedures, detail and accuracy.

Organization and task prioritization.

#AIS

Within Arendt, we uphold high standards. Our professionals work with clients on engaging projects, empowered from the start. With a strong local presence in Luxembourg and international reach, we support and train our team members to thrive in a culture of excellence. Specialised teams ensure the right skills are available, allowing for a focus on added value. Our leaders are approachable, providing support and mentoring.

We offer a vibrant social life with numerous events, embracing sports and art, our culture encourages openness and discovery beyond the professional realm. With over 50 nationalities represented, Arendt is committed to the well-being of its staff, serving the best interests of its clients, protecting the environment, and supporting education.

Arendt promotes equal opportunities and value each employee for what they bring to the community. For more information, please refer to our diversity and inclusion policy on our website.

Interested?

If you are interested in this job opportunity, we are looking forward to receiving your application.
All applications will be treated confidentially.

Please be aware that the selected candidate will be required to provide a criminal record (or certificate of good conduct).

#AIS