Loan Note Administrator

APCA Loan Note Administrator

Location: Office-based, Midland House, Plymouth
Hours: Part-time, Monday to Friday, 9:00 am–12:00 noon (15 hours per week, or similar)
Contract: Permanent employed role

Salary: Attractive Salary
Reporting to: Financial Controller

About the role

We are looking for an organised, reliable and detail-oriented Loan Note Administrator to support the administration of our loan note investments and provide an efficient, professional service to our investors.

Working closely with the Financial Controller and management team, you will be responsible for maintaining accurate investment records, monitoring and approving interest payments, administering loan note documentation, coordinating investor communications and preparing internal loan note management information, including loan note bank reconciliation.

This is an office-based role, with training provided on our internal systems, CRM, contracts and investor processes. It would suit someone with a finance administration or accounts background who enjoys working with figures, maintaining accurate records and communicating professionally with a range of stakeholders.

Key responsibilities

Loan note and investor administration

• Maintain complete, accurate and up-to-date records for each investor, investment and associated loan note.
• Maintain an organised record of investment agreements, supporting documentation, correspondence and other relevant records.
• Record, number, issue and administer loan notes, ensuring documentation is accurately completed and appropriately filed.
• Coordinate the collection, recording and maintenance of anti-money laundering (AML) and know-your-customer (KYC) documentation in accordance with established procedures.
• Maintain the investor CRM and ensure investor details and records remain accurate and current.
• Respond promptly and professionally to investor enquiries, requests and administrative requirements, escalating matters where appropriate.

Interest payments and financial administration

• Maintain a schedule of loan note interest payment dates and amounts due.
• Liaise with the Financial Controller to coordinate interest payments and help ensure payments are made accurately and on time.
• Monitor incoming investment funds, reconcile receipts against the relevant investment records and promptly investigate any discrepancies.
• Confirm receipt of investment funds to investors and ensure all relevant records are updated.
• Prepare monthly internal loan note management accounts and supporting schedules, including investment balances, receipts, interest obligations and payments.
• Maintain clear audit trails and provide supporting information to the Financial Controller and management as required.

Investor communications and newsletters

• Coordinate the preparation of a monthly investor newsletter in conjunction with management and the appointed PR advisor.
• Collate relevant information, coordinate contributions, check content for accuracy and obtain the necessary approvals before publication.
• Coordinate production and distribution of the newsletter by email and hard copy, it will be a four-page A4 printed publication in a full cover.
• Maintain records of investor communications and distribution.

General administration and support

• Maintain confidentiality and handle sensitive investor and financial information appropriately.
• Ensure records, documents and correspondence are stored securely and are readily accessible to authorised personnel.
• Identify administrative improvements that could increase accuracy, efficiency and consistency.
• Provide general administrative support relating to loan notes, investments and fundraising activity as required.

Essential skills and experience

• Previous experience in finance administration, Banking, accounts administration, bookkeeping or a similar administrative role.
• Strong numerical skills and excellent attention to detail.
• Experience maintaining accurate records and working with confidential financial information.
• Good organisational skills, with the ability to manage deadlines and follow up outstanding actions.
• Competence in Microsoft Office, particularly Excel, and confidence learning CRM and accounting systems, Xero specifically.
• Clear, professional written and verbal communication skills.
• A proactive, dependable approach and the ability to work independently while liaising effectively with the wider team.

Desirable experience

• Awareness of AML/KYC procedures and financial record-keeping requirements.
• Marketing, communications or content coordination experience, include assisting with newsletters, email communications, promotional materials or publications.
• Coordinating content and checking written materials for accuracy, consistency and presentation.
• Strong written communication skills and the ability to collate information into clear, professional communications for investors and other stakeholders.
• A relevant bookkeeping or accounting qualification, such as AAT, or equivalent practical experience.

Training and development

Training will be provided on the company's internal systems, Excel, CRM, investor processes, contracts and administrative procedures. The successful candidate will work closely with the Financial Controller and management team to develop a thorough understanding of the role.

Personal qualities

The successful candidate will be trustworthy, methodical, approachable and highly organised. They will take pride in maintaining accurate records, meeting deadlines and providing investors with a professional and responsive service.

What we offer

• Part-time hours with a consistent weekday working pattern, can be amended to suit successful candidate.
• An office-based role with training and ongoing support.
• The opportunity to develop specialist experience in loan note and investor administration.
• The potential for the role to develop alongside the growth of the company's investment and fundraising activities.

Reporting to: Group Financial Controller

Key working relationships

• Group Financial Controller: Direct line manager, providing training, supervision and oversight of financial records, reconciliations, payment schedules and management reporting.
• Investors: Limited administrative contact for investment documentation, confirmation of funds received and routine enquiries.
• Management team: Liaison regarding investor updates, approvals and information required for reporting and communications.
• PR advisor: Coordination of the monthly investor newsletter, including content collation, approval and distribution.

The postholder will be responsible for day-to-day administration and monitoring, with financial approvals, unusual queries and matters requiring management or compliance decisions referred to the Group Financial Controller or the appropriate authorised person.

Pay: £28,000.00-£35,000.00 per year

Work Location: In person