Job Description

Kroll Agency and Trustee Services provides conflict-free, flexible, and highly efficient administrative and trustee services to the global loan and bond markets. As a leading independent service provider, we specialize in the administration of privately placed notes, restructuring situations, syndicated, bi-lateral and private credit transactions. Our team of industry leading experts coupled with our high touch service, speed of execution and 24/7 responsiveness sets us apart from other providers. To learn more, please visit https://www.kroll.com/en/services/agency-and-trustee-services

We are currently hiring a position within the Data services process. This role will require us to work closely with Transaction Managers (Front Office), External Clients, KYC and the Operations team to ensure the portfolio administration tasks are completed. The individual will have responsibility for the completion of many key portfolio and transaction tasks and for reporting of aged items and ownership of resolution. As such they are required to be detail orientated, organized and able to maintain accurate and complete records at all times. The ideal candidate will be a proactive and meticulous critical thinker. Must possess attributes of sound judgement, tact, and diplomacy. Strong analytical skills with an ability to identify issues. Ability to act independently (decision making) and be a team player as well.

Responsibilities:

Tax Documentation:

• Collect, review, and validate US tax forms (e.g., W‑8 series, W‑9) from lenders and borrowers in line with facility agreement requirements

• Determine lender tax residency and exemption status based on received documentation

• Maintain accurate tax records within loan servicing and agency systems

• Monitor expiration and refresh requirements for tax forms and follow up with lenders as required

• Strong understanding of US withholding tax concepts related to loan interest payments

• Familiarity with lender tax documentation (W‑8/W‑9) and exemption classifications

• Ability to interpret facility agreements and tax-related contractual language

• Track, calculating, and report income attributable to each lender (including interest and other reportable payments) for the relevant US tax year, ensuring accuracy and completeness of lender-level reporting

• Actively follow up on missing or expiring tax documentation to ensure end‑to‑end completion of filings without exceptions

• Escalate potential reporting risks, deadline conflicts, or documentation gaps early to management to enable proactive resolution and avoid compliance breaches

• Filings in accordance with IRS reporting requirements and statutory deadlines.

Reporting:

• Prepare and support IRS Form 1099 and Form 1042 reporting, including accurate calculation of reportable income for each lender within the applicable tax year

• Ensure compliance with reporting obligations arising from the firm’s role as a withholding agent

• Assist in audits, internal reviews, and regulatory inquiries related to loan tax matters

• Identify and escalate potential tax risks or documentation gaps to management

• Support preparation, validation, and submission of US tax reports and filings related to loan payments within prescribed regulatory timelines, in coordination with internal Loan Operations

Support Functions:

• Work closely with Deal Administration and Loan Servicing teams to align tax treatment with payment processing cycles

• Attend daily WIP call and update the team on workstreams

• Effective collaboration ensures that all teams are aligned and that any potential bottlenecks or inefficiencies in data handling are identified and addressed

• Working with Management to assist in the production of the Monthly MIS Report

• Supporting ad‑hoc and unscheduled transaction activities as directed, in accordance with procedures

• Reporting and Compliance - completing and delivering regular reports and action points to management and working to improve procedures and processes based on regular findings

Process Management:

• Demonstrate high regard for organization’s policy & procedures.

• Demonstrate accountability & ownership.

• Identify, Analyze, Prioritize, Treat & Monitor Risks

• Effectively manage risk & business goals

• Manage process controls effectively.

Requirements

• Bachelor’s degree in commerce / finance or relevant experience
• 2-4 years of experience in US Tax Operations, fund/structured finance operations, or financial services tax administration.
• Experience working with loan servicing or agency platforms
• Strong oral and written communication skills
• Ability to work overtime is needed to support the team and ensure critical work is performed.
• Flexible working for US shift
• Ability to manage sensitive and confidential information.

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