Job Description
SUMMARY
The Financial Administrator I, Retail Alternatives is responsible for preparing financial, compliance, performance, and treasury reporting for retail alternative clients, including interval funds, tender offer funds, BDCs, REITs, and ’34 Act private funds, serviced by Ultimus Fund Solutions. This role supports the preparation, coordination, and filing of SEC reports (10-Ks and 10-Qs) for Business Development Companies (BDCs) registered under the Investment Company Act of 1940.
KEY ACCOUNTABILITIES
FINANCIAL STATEMENTS AND REPORTING
• Prepares complex financial statements and related reports for fund securities, including Forms N-Q, 10-K, 10-Q, N-23C-2, NSAR, N-CSR, N-CEN, N-PX, and 24f-2 on a quarterly, semi-annual, and annual basis for distribution to advisors and the SEC.
• Compiles quarterly reporting materials for Board Members.
• Prepares and validates complex client accounts, financial statements, audit deliverables, and related reporting, including accruals, tax packages, and investor reporting at the fund and portfolio company levels, in accordance with service level agreements.
• Analyzes and reconciles investment activity and financial data (e.g., cash, expenses, income, gains, withholding), ensuring accuracy and timeliness of all client and investor reporting.
• Monitors fund performance using internal tracking systems and distributes performance information to clients as needed.
• Provides training and guidance to junior associates and performs preliminary reviews to ensure adherence to department standards.
FUND BUDGETING
• Prepares and maintains fund budgets, adjusting for fluctuations in assets, fees, and expenses.
• Monitors and updates fund expense budgets, including advisor reimbursements and waivers.
MANAGEMENT FEES
• Calculates monthly management fees and obtains appropriate approvals.
• Processes fund expenses, including management and 12b-1 fees, ensuring alignment with contractual terms and accuracy of supporting calculations.
COMPLIANCE
• Ensures financial results and related disclosures in SEC filings are accurate and compliant with applicable accounting standards.
• Maintains and supports documentation of policies and procedures in accordance with authoritative accounting guidance.
WORKING RELATIONSHIPS
• Serves as a first-level escalation point for issues, resolving matters as appropriate.
• Interacts with rating agencies regularly by releasing portfolio holdings, answering surveys, or providing fund information.
• Regular contact with rating agencies regarding fulfilling requests or reporting on fund-related information.
• Daily contact with the Financial Administration team regarding fund financial statements, reports, compliance, etc.
May perform other duties as required and assigned.
EDUCATION AND EXPERIENCE
• Bachelor’s degree in accounting, finance, economics, business, or related field.
• 3+ years of experience with fund accounting or fund administration.
• Equivalent education and experience will be considered.
KNOWLEDGE
• Financial reporting and performance systems.
• Retail alternative investment products (internal funds, tender offer funds, BDCs, REITs, 34 Act private funds.
• Stocks, bonds, options, and foreign securities and derivatives.
• Microsoft Office Suite.
• Adobe Acrobat.
SKILLS AND ABILITIES
• Troubleshoots issues utilizing creative and critical thinking skills.
• Multitasking, analytical, and organizational skills.
• Initiative-taking, strategic, and meticulous approaches with a strong commitment to quality, efficiency, and effectiveness.
• Demonstrates personal integrity, responsibility, and accountability.
• Effectively uses resources such as time and information in conjunction with associates.
• Participates in solving problems and making decisions.
• Presents and expresses ideas and information, written and oral, clearly, and concisely.
• Actively listens to others to achieve understanding and supports an open exchange of ideas and information.
• Identifies needs, arranges for, and obtains resources to accomplish individual and department goals.
• Establishes and develops effective working relationships with associates and clientele during both favorable and unfavorable situations.
• Modifies team and individual priorities and deadlines in response to added information, changing conditions, or unexpected obstacles and ensures completion.
Ultimus is an equal opportunity employer and does not discriminate on the basis of the applicant’s or employee’s race, color, religion, national origin, ancestry, gender, sexual orientation, age, disability, veteran or military status, genetic information, citizenship or any other status entitled to protection under federal, state or local anti-discrimination laws. No questions on our employment application are intended to secure information that is to be used for impermissible purposes.
