PERE Fund Administration – Client Services Senior Manager M/F

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THE ROLE

This is an exciting opportunity to be involved in the Luxembourg entity and be an integral part of the senior team further developing the business.

The role sits within the client services team, and reports to the Head of Operations and Client Services.

EXAMPLE YEAR ONE OBJECTIVES

  • Support the Head of Operations and Client Services with the review of the Gen II Luxembourg Services client management processes including internal procedures, KPIs, escalation and governance, ensuring consistent approach across you portfolio of clients
  • Manage KPIs according to service level agreements and management requirements, and deliver timely internal / KPI reporting
  • Contribute to the development of the ISAE 3402 process and procedures
  • Take ownership of the relevant client relationships on behalf of GenIILS
  • Participate in training and networking opportunities to broaden fund accounting and industry specific knowledge. Utilize comprehensive understanding of the fund governing documents, industry guides, GAAP accounting, regulations, and other private equity compliance requirements
  • Develop relationships with all senior team members including US team/s in charge of common clients

SPECIFIC RESPONSIBILITIES

People

  • Actively encourage a culture that supports employee development and retention, through personal development including coaching and training courses as appropriate, and celebrating successes
  • Manage the Business Unit staffing levels to forward-looking resource requirements. Actively participate in the hiring processes to recruit productive staff who adapt well to the Gen II culture
  • Control client services daily work allocation in transparent and efficient manner
  • Identify and evaluate talent by providing constructive, actionable feedback and performance reviews. Ensure that all staff are working to achieve their required responsibilities, within process and procedure parameters and according to guiding behaviors. Manage under performers appropriately
  • Motivate and empower team members by building their capabilities and providing opportunities to give additional responsibility
  • Be seen as an expert in the operational functioning of the Business Unit investment vehicles

Business results

  • Participate in prospective clients pitches and help with business development activities
  • Demonstrate a comprehensive understanding of the client service model and engagement requirements including and not limited to scope of services
  • Review and approve Business Unit time in the system and support finance in the invoicing process
  • Demonstrate comprehensive expertise in fund administration by researching & resolving questions and proposing possible solutions
  • Share expertise at internal and external presentations, as needed.
  • Have portfolio responsibility over revenue recording including collection process and daily, weekly, monthly, periodic reporting as required
  • Participate in the new business process in relation to prospective clients, including providing support during the fee proposal preparation process
  • thebe aware of the resource analysis for the Business Unit, monitoring resource costs, including assigning work to appropriate grade level of resource

Client Facing

  • Own the client relationship for the Business Unit
  • Conduct weekly operations meeting with clients, focusing on delivery – including working to KPIs, any client issues (complaints, breaches, errors etc)
  • Supervise the daily client contact for fund activity in the portfolio, respond to any client requests in a timely fashion, ensuring the maintenance a strong client relationship
  • Seek feedback from clients and enhance their services as required, understand the client ‘temperature’
  • Perform client relationship management tasks as required, such as providing coverage for the Relationship Manager in case of absence, participation to Quarterly and other relationship reviews supporting the strategic client interaction. When appropriate, provide support to the Business Development director to asses new opportunities operational compatibility for Gen II and in some cases support prospective client presentations (sales pitches).

Operations

  • Understand the system design and how it is applied, and seek opportunities for others to best utilize the technology effectively. Implement and share best practices
  • Ensure accuracy of key deliverables including high level review & analysis, meeting compliance requirements, and application of best practices
  • Oversee audit and tax coordination processes for the Business Unit
  • Act as technical support for the client services team including managers, sharing knowledge and providing training where needed or requested, including the coordination on complex work
  • Complete planning for delivery of production by the team
  • Interpret data to anticipate problems, escalate appropriately, make decisions, and take action to mitigate or avoid risks
  • Ensure all work is undertaken in compliance with the fund’s documentation, and any regulatory requirements
  • Planning client delivery production for designated portfolio
  • Monitor and communicate progress against planning and recognize successes
  • Escalation of any risk events to Head of Operations and Client Services and the Chief Operating Officer

Projects

  • Suggest and specify technology or process improvements in the pursuit of efficiency
  • Support and participate in ad hoc projects which aim to improve the operational activities of the business

Process and control

  • Ensure the team meet deliverables in a timely manner and in line with the Operating Memorandum (if applicable) ensuring the integrity and quality of the financial statements, investor reports, notices, etc.
  • Ensure that all activity is undertaken within defined processes
  • Continuously improve the efficiency, control and client service of each process
  • Support the Head of Operations and Client Services on procedural questions
  • Monitor KPIs for designated client portfolio
  • Implement agreed changes to business procedures seeking to confirm good practice across all teams
  • Ensure compliance with local laws, regulation and market best practices

JOB REQUIREMENTS AND EDUCATION

  • Master’s in Accounting and Finance or similar qualification
  • 7 years + of relevant experience in private equity and/or real estate fund administration in Luxembourg
  • Fluency in English required
  • Proficient in Microsoft Excel, Word and PowerPoint and knowledge of e-Front considered an advantage
  • Good understanding of Luxembourg regulation, compliance, tax and financial engineering
  • Sound knowledge and hands on experience with governing documents, such as LPAs, management and advisory agreements, side letters, etc.
  • Sound knowledge in accounting, administration and audit of private equity funds (including SPVs, securitization vehicles, blockers, parallel structures, etc.), carry vehicles and General Partners).

SKILLS AND COMPETENCIES

  • Proven people management skills, with ability to lead and develop teams
  • Ability to quickly adapt to changes in process and procedures in a rapidly changing environment
  • Excellent verbal, written and interpersonal communication skills
  • Strong attention to detail and accuracy
  • Superior problem solving, judgment and decision-making skills
  • Ability to think independently, prioritize, multi-task and meet deadlines, ensuring forward planning is in place to meet client requirements
  • Ability to work in team and autonomously
  • Strong management and organisational skills