Your Day-to-Day:
• Oversee the full operational and administrative lifecycle of internally managed open-ended funds, ensuring efficient day-to-day operations and accurate execution of fund-related activities.
• Coordinate fund administration activities, including the preparation, review and validation of operational, regulatory and investor-related documentation.
• Act as the main operational point of contact for internal stakeholders, external administrators, investors, auditors, depositaries, legal advisers and other service providers.
• Manage investor servicing activities, including onboarding, subscriptions, redemptions, transfers, investor communications and the maintenance of investor records.
• Coordinate KYC/AML processes, including onboarding checks, periodic reviews, remediation exercises and the collection of supporting documentation.
• Ensure that investor instructions and related documentation are accurately reviewed, processed and recorded in accordance with applicable requirements and internal procedures.
• Oversee the operational activities of externally administered funds, monitoring service quality, reviewing deliverables and ensuring compliance with agreed service levels and deadlines.
• Challenge inconsistencies in service provider deliverables, follow up on outstanding matters and coordinate corrective actions where necessary.
• Prepare and coordinate audit activities, acting as a key contact for auditors and ensuring that requests, queries and supporting documentation are addressed accurately and on time.
• Liaise with depositaries and other relevant stakeholders to provide required information, investigate discrepancies and ensure the timely resolution of outstanding issues.
• Monitor audit findings, depositary observations, regulatory requirements and operational action points, ensuring appropriate follow-up and closure.
• Maintain operational calendars covering audits, regulatory filings, reporting cycles, investor deadlines and recurring fund activities.
• Develop, review and maintain operational procedures, checklists, control frameworks and supporting documentation to ensure consistency and compliance.
• Perform and document key operational controls, identify potential risks or control weaknesses, and implement appropriate corrective measures.
• Contribute to fund launches, restructurings, mergers, liquidations and other complex fund-related events.
• Participate in service provider onboarding, due diligence exercises and periodic performance reviews.
• Identify opportunities to streamline processes, strengthen internal controls, standardise procedures and improve overall operational efficiency.
• Support board and committee processes, corporate events and governance-related activities, ensuring the accuracy and availability of relevant documentation.
Your Profile:
• Minimum 8 to 10 years of relevant professional experience in fund administration, fund operations, transfer agency or investor services.
• Previous exposure to Luxembourg fund structures, ideally including both open-ended and closed-ended funds.
• Strong knowledge of alternative investment funds (AIFs), evergreen funds and the operational requirements associated with investment fund structures.
• Solid understanding of fund administration, transfer agency activities, investor onboarding and investor servicing processes.
• Good knowledge of KYC/AML requirements, including onboarding procedures, periodic reviews, remediation and investor documentation.
• Experience coordinating external fund administrators and monitoring service delivery, operational performance and compliance with agreed service levels.
• Proven ability to review complex operational deliverables, investor notices, calculations and supporting documentation.
• Familiarity with corporate secretarial activities, fund governance requirements and the coordination of board and committee processes.
• Experience managing audits, depositary requests, regulatory reporting obligations and operational due diligence exercises.
• Strong understanding of operational risk management, internal controls, process documentation and audit trail requirements.
• Ability to identify process inefficiencies, implement improvements and contribute to the enhancement of operational procedures.
• Excellent organisational skills, with the ability to manage competing priorities and multiple deadlines simultaneously.
• Strong analytical and problem-solving skills, with the ability to investigate discrepancies and manage complex operational issues.
• Ability to work autonomously, exercise sound judgement and take ownership of operational activities from initiation through to completion.
• Excellent communication and stakeholder management skills, with the ability to interact effectively with internal teams, investors and external service providers.
• Fluent in written and spoken English; proficiency in another relevant European language would be considered an asset.