The Role
Supervise a small fund administration team, perform first- and second-level reviews of NAVs, reconciliations, capital activities, and client deliverables. Manage onboarding and high-complexity funds, ensure compliance with firm policies, coach and train Associates, handle client communications, oversee timesheets and payroll compliance, and assist with budgeting and profitability analysis.
Summary Generated by Built In
As a Supervisor, your primary responsibility will be conducting first-level reviews to ensure accuracy, compliance, and efficiency within fund administration processes. The Supervisor will handle second-level reviews and preparation tasks when necessary and focus on managing high-complexity funds and onboarding entities, with secondary involvement in vanilla to medium-complexity funds. The role is 75% client service (CS) oriented. Administrative responsibilities include supervising at least one Senior Associate and two Associates, ensuring adherence to firm policies and procedures, and overseeing day-to-day operations to maintain compliance and service excellence. This role demands a detail-oriented leader who can effectively balance client interactions, fund oversight, and administrative duties to ensure smooth fund operations. Supervisor will be responsible for such duties and responsibilities that are normally associated with your position, which include, but are not limited to, the activities enumerated below:
Client Service Functions:
- Thoroughly reviews the work prepared by Associates & Senior Associates to ensure accuracy and compliance;
- Ensures that Net Asset Value (NAV) reports and other client deliverables are completed in line with the agreed timeline;
- Communicates with clients via email and calls as needed;
- Assists associates and fellow senior associates with their deliverables as the need arises;
- Prepares more complex deliverables as needed;
- Communicates with clients on open items and reaches an agreement on the resolution;
- Reviews NAV package/reports and working papers such as position and cash reconciliations, accruals, dividends, and interest;
- Reviews investor statements, capital call/distribution notices, confirmation letters, as applicable;
- Reviews capital activities (contributions, withdrawals, calls and distributions, transfers);
- Reviews allocation file, including calculations of administrative and management fees, performance fees, carried interest, waterfall, and clawback, as applicable;
- Reviews treasury portal entries and supporting documents;
- Reviews Financial Statements as needed;
- Escalates critical issues to immediate superior promptly;
- Ensures that handover notes are provided to North America counterpart for any items that require coverage during North America hours;
- Demonstrates ownership of assigned responsibilities and follow HC Global’s best practices to service clients;
- Gains thorough understanding of the fund’s operating structure and agreement with client by reading the operating agreement, private placement memorandum, engagement letter, and other related documents;
- Follows the policies and procedures of HC Global to maintain quality service to clients.
Administrative Functions:
- Ensures timely submission of timesheets to maintain accurate records of tasks completed and facilitate efficient payroll processing;
- Maintains a comprehensive understanding of relevant best practices and client-specific agreements to guarantee adherence to established standards, mitigate potential risks, and deliver services of exceptional quality;
- Oversees the timely delivery of high-quality deliverables, acting as the primary reviewer for the output of Associates and Senior Associates;
- Carries out the Specific Fund Admin Tasks summarized below:
- Team coordination for fund assignments;
- Assists with CS Specific Projects, as needed;
- Supervises a group of Associates and Senior Associates as determined by the Team Leader and Director of the team (preferably 2 Associates and 1 Senior Associate);
- Ensures timesheet and payroll compliance of Associates and Senior Associates;
- Assists in determining the training requirements needed by the Associates and Senior Associates, including hands-on training of new hires under supervision;
- Ensures Senior Associates and Associates under supervision are attending the trainings/seminars;
- Facilitates catch up and coaching sessions with the team assigned to Fund;
- Participates in interviewing applicants for Associates and Senior Associate positions as needed;
- Participates in annual deliberation of Senior Associates and Associates, as needed;
- Summarizes the periodic Assets Under Administration information on Funds assigned to them;
- Assists in preparing the annual budget hours and profitability analysis for Funds assigned to them.
- Gains a comprehensive understanding of managerial roles and responsibilities to prepare for a management career;
- Attends and completes all mandated training programs to enhance skill sets, stay abreast of industry developments, and ensure compliance with regulatory mandates;
- Takes the lead in resolving issues with supervised team members, working in partnership with management and other HC Global offices;
- Actively engages in group activities to cultivate a collaborative work environment, exchange knowledge, and contribute meaningfully to team objectives;
- Demonstrates flexibility, adaptability, and a willingness to contribute to the team's overall goals by performing additional duties as assigned by immediate superiors.
In addition to the above functions, the Supervisor may also be expected, from time to time, to assist in other non-operations work, as the need arises, and as determined by the Immediate Superiors, Group Heads, and Managing Directors.
Requirements
- Graduate of Bachelor’s degree in Accountancy or equivalent of work experience in the same industry;
- A Certified Public Accountant (CPA), Chartered Accountant, Chartered Professional Accountants of Canada a plus;
- Possesses extensive experience in Fund Administration Accounting, compliance, U.S. taxation, and other business-related activities; with at least 1 year of experience in people management;
- Experience in Fund Administration, Asset Management Audit or a similar field is an advantage;
- Strong financial reporting, regulatory compliance, and tax skills a plus;
- Proven experience in managing staff;
- Strong team player with the ability to work independently and collaboratively;
- Has a good business understanding of financial concepts and procedures;
- Analytical and detail-oriented;
- Ability to develop business relationships, both within and outside of the Company;
- Excellent interpersonal, communication, and organization skills;
- Computer proficient, with advanced MS Excel skills;
- Flexibility to expand work hours as necessary and support business needs.
Benefits
To be discussed during the application process.
Skills Required
- Bachelor's degree in Accountancy or equivalent work experience
- Certified Public Accountant (CPA) or Chartered Accountant or Chartered Professional Accountant (Canada)
- Extensive experience in Fund Administration accounting, compliance, and U.S. taxation
- At least 1 year of people management experience
- Experience in Fund Administration, Asset Management Audit, or similar field
- Strong financial reporting, regulatory compliance, and tax skills
- Proven experience managing staff and supervising Associates/Senior Associates
- Advanced Microsoft Excel skills
- Excellent interpersonal, communication, and organizational skills
- Analytical, detail-oriented, and good business understanding of financial concepts
- Willingness/flexibility to expand work hours as necessary
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The Company
What We Do
HC Global Fund Services is a fund administrator that provides full-service, customized fund services, tax compliance, consulting, and business solutions to fund managers and investment advisors.
