Associate Director – Private Capital Fund Administration & Accounting

November 7, 2022
Employment contract
Standard / Permanent
JE-Saint Helier
Job / Mission
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Main Job Purpose

  • To be responsible for the set-up / on-boarding and subsequent ongoing accounting, administration, corporate services and investor services to Private Capital funds, ensuring that they are fully compliant with fund documentation, legal and regulatory requirements to which they are subject to.

  • To be a Private Capital specialist for the Fund Services business and be responsible for the fund valuation, investor reporting, accounting and administration services provided to the client.

  • To ensure that the provision of fund accounting and administration services are aligned with the client SLA’s, all  internal and external deadlines are considered and met and all operational policies, procedures and checklists are followed.

  • Reporting to the relevant Head of Fund Strategy and responsible for managing a team of fund accountants and administrators.

Key Responsibilities:

Client Relationship & Communication 

  • Act as a key person for all client contact and manage and ensure timely solutions are provided to all client queries

  • Work closely with your client counterparts with a partnership approach to service delivery

  • Co-ordinate client requirements according to priority and arrangements held within the SLA in place, liaising with the client to manage expectations and ensure consistent and excellent service delivery

Client Service Delivery

  • When on-boarding new business, assist with drafting and review of the appropriate Service Level Agreements incorporating measurable and meaningful KPI’s, whilst coordinating with the on-boarding deal team and assisting with the necessary BAU related activities

  • Assist with the review of fund documentation and Business Acceptance Committee documentation pertaining to the launch of new funds and provide comments as necessary

  • Ensure the implementation of appropriate procedures in respect of any new business, at the time of on-boarding

  • Oversee and be actively involved in the day-to-day servicing of Private Capital fund clients and to ensure the fund is operating in line with the Service Level Agreement and regulatory/legal framework

  • Supervise and control the accurate, efficient and timely delivery of all valuations, capital accounts, quarterly statements, annual financial statements and any other reports together with supporting schedules and/or working paper in line with the fund documentation and accounting standards

  • Oversee the reconciliation process for cash, stock, shares/units in issued and ensure that all breaks identified are cleared on a timely basis and in accordance with agreed KPIs

  • Oversee the preparation of performance fee, Internal Rate of Return and equalisation calculations as required by the relevant fund documentation

  • Be proactive in the collection/payment of income/fees/expenses on a timely basis

  • Significant involvement with external parties related to the fund including but not limited to Fund Manager, External Auditors, Transfer Agents, Tax Advisers, Custodian, Depositary, Board of Directors and other external service providers

  • Liaise with internal and external auditors and manage the year end/interim audit process via a monitored timetable and audit requirement list     

  • Review and authorize payment instructions for validated invoices and approved investments

  • Manage client complaints in line with BNPP policies and escalate to the Head of Client Delivery

  • Manage investment proposals to ensure potential fund acquisitions meet fund investment criteria

  • Work with the Corporate Services team to manage the liaison with Company Directors/Non-executive Directors and manage the arrangement and attend board meetings where required  

  • Review and check all agendas, board minutes and board packs as required for all scheduled and ad-hoc board meetings

  • Assist in with the timely preparation of reports for presentation to the Board of directors

  • Oversee the arrangement and organisation of AGM’s and EGM’s and circulate proxy forms to investors as required

  • Work with the Investor Relations team to ensure the accurate, efficient and timely delivery of all investor reporting and any other ad hoc reports together with supporting schedules and/or working paper in line with fund reporting deadlines

  • Work with the Investor Relations team to proactively manage all standard and ad hoc investor queries and actively manage an investor queries log to ensure timely resolution

  • Co-ordinate with the Investor Relations team to ensure correct usage and uploading of investor static data in line with internal policies and procedures and regulations for maintaining databases

Team Management

  • Take ownership of training, supervision and management of direct report(s) as well as other junior members of the team, whilst also ensuring that new joiners have a positive on-boarding experience

  • Actively manage the completion of team timesheets and responsibility for preparation of client billing in line with fee schedules

  • Take accountability for the execution of all service delivery tasks being done so in line with the relevant business processes and procedures, using the correct systems and platforms in the process

  • Execute group project opportunities relating to the implementation of new systems and platforms together with the relevant operational procedures

  • Assist, as required, the Head of Department with any development of in-house platform or system in order to enable the business to meet future business and market requirements

  • To review and approve existing business processes, procedures and checklists to maximise efficiency, productivity and ensure they meet regulatory and compliance requirements

Technical Skills

  • Excellent working knowledge of fund accounting practices and standards, particularly IFRS, UK GAAP and US GAAP

  • Excellent delegation and time management skills with the ability to prioritise a high volume of time sensitive tasks quickly and appropriately

  • Ability to review and manage a high volume of documentation quickly and to check all relevant details

  • Strong problem solving skills with an excellent awareness of commercial and risk management based client solutions

  • Excellent working knowledge of fund structures and fund cash flows

  • Excellent knowledge of fund regulation and corporate governance

  • Excellent working knowledge of Microsoft Office Package with an emphasis on Excel and Word

Personal Style

  • Strong management, interpersonal and communication skills and able to deal with various parties both internal and external

  • Ability to delegate and manage workloads and to meet all deadlines

  • Motivation and ability to learn new applications and processes

  • To be a team player and to help and step in to assist other members of the team when required

  • Ability to lead and develop a team

  • Good people development abilities

  • Enthusiastic and able to motivate a team and sustain a high level of morale

  • Ability to work under pressure to meet client deadlines


  • Experience within the finance industry and specifically experience in private equity fund administration

  • Experience in people management

  • A reconised acccountancy qualification (e.g ACCA / ACA)

  • Good people development abilities

  • Enthusiastic and able to motivate a team and sustain a high level of morale

  • Ability to work under pressure to meet client deadlines