Job Description

What’s the role?

This is a unique opportunity to join a dynamic and fast-growing private equity fund administration service provider in our Southampton office. The role sits within Client Services, reporting to the Assistant Manager/Manager.

The main activities of the department include the following:

1. Ensuring Service Quality The department is responsible for ensuring the quality of services delivered to clients. This involves maintaining high standards and helping to resolve issues with when they arise.
2. External Client Management: This includes getting LOEs signed by all parties, preparing invoices, debtor chasing / collection and holding regular Quarterly Service Review meetings with clients.
3. Internal Client Management This encompasses managing internal client matters such as CAR / RAG status updates, drawing up SLAs where needed, budget / revenue management, and ensuring ERP is set up correctly and the right invoices are raised.
4. Monitoring revenue and budget targets This includes setting a revenue budget for the client, monitoring this and growing revenue where possible with additional services and fees.
5. Investor Services: Perform daily and weekly first level controls related to investor transactions, transaction validation and reconciliation

• Cash flow monitoring and reconciliation
• Query management, monitoring and oversight of queries received from internal and external parties. Ensure queries are acknowledged and responded to in a timely manner, including direct interaction with clients and or investors
• Review and process investor on-boarding documentation
• Prepare capital distributions payments across various client accounts

What you’ll be doing

• Manage workflow and coordinate with team manager on the delivery of client planning, organizing and monitoring workloads and delegating tasks to team members.
• LOEs / WIP Ensure LOEs are current, signed and reflect the services being provided. Plus, that ERP is set up to automatically charge the correct fees in advance as specified in the LOE. Monitor WIP v fees and liaise with Functional teams where there is poor time recovery.

Quality control - ensure and coordinate the internal processing of client specific deliverables, to meet ISAE 3402 controls etc. Monitor correspondence from clients and ensure teams are notified of client requests. Prepare KPI reports, attend client service meetings and follow up action points.

• Functionalized Teams – work with functionalized teams to ensure an efficient feedback loop and clear communication with clients; help ensure a high level of service is provided to clients.
• Support Client Portfolio – understand the service scope in the LOE and support delivery teams with oversight of the provision of services. Act as the point of contact for day-to-day client matters. Maintain an awareness of client deadlines via the governance calendar established by the Company Secretarial and Accounting teams.
• Business Development - Build good long-term relationships by maintaining high quality services. Contribute, when necessary, to gain new business by good understanding of Gen II’s offering.
• Client onboarding, transitions and terminations– work with clients, their outgoing or incoming service providers and our Investor Services Team to ensure the smooth and efficient:
  • Onboarding of the client;
  • Transition of the client or individual client entities, coordinating with other internal service teams e.g. company secretarial services and accounting;
  • termination of the client or individual client entities, coordinating with other internal service teams e.g. corporate secretarial services, accounting and compliance.
• Ensuring processes are followed and checklists are completed.
• Financial management - Ensure LOEs are signed, ERP / COPS is set up accurately, WIP is monitored, invoices are issued on time and debtors are chased. Help identify out-of-scope services and additional fees. Support team manager with provision of information for input into budgets.
• Gen II Compliance Framework – Ensure obligations in respect of the Client Profile maintenance are adhered to, assisting Investor Services where needed. Help gather information for Client Profiles, Periodic Reviews, Transaction Monitoring, Errors & Breaches and LBAC escalations.
• Client and Investor Reporting – support with the coordination of or producing client and investor deliverables.
• Internal projects – support team management with the implementation of internal projects and testing of systems/upgrades for example ERP, Box, Board Intelligence, SensR etc.

The ideal background for this role:

• 1-2 years’ relevant industry experience
• Basic Understanding or willingness to learn about the finance/private equity/real estate industry, best practice and the regulatory requirements in which we operate
• Competency in Microsoft Word, Excel and Outlook.
• Ability to quickly adapt to changes in process and procedures.
• Good interpersonal and communication skills, including being part of a strong team spirit. Lead by example and demonstrate firm values. Experience of supporting and coaching others on a one-to-one basis
• Strong attention to detail and accuracy.
• Good problem solving, judgment and decision-making skills. Ability to think independently, prioritise, multi-task and meet deadlines.
• Ability to work in a team and autonomously. “Can do” attitude.

Role Location/Agile Working

This role is based in our Southampton office. Although the nature of most of the roles within Gen II cannot be classed as totally flexible, there is scope in some cases for a form of Agile Working. The different ways in which Agile Working can be undertaken depends on the demands and needs of the role and the needs of the business.