Main Job purpose:
- The role sits within the Investor Relations Team. The primary responsibility is to manage the Investor Services team and Static Data team including timely response to investor queries, coordinating accounting and administration queries from investors, working with the client investor relationship teams and helping to build the investor middle office service offering.
- The role involves liaising directly with the Client, Investors and their representatives, in addition to working directly with the various Fund Administration teams and the KYC/CDD teams in Luxembourg, Jersey and other Operational teams within BNP Paribas as required.
- The role will also include coordinating with internal administration and accounting teams across the Private Capital department to manage communication and correspondence to investors including the quarterly reporting process, drawdowns and distributions together with other investor deliverables and ensure compliance with all Side Letters and other legal documentation.
- Accounting experience at Manager level will be required in order to coordinate and assist the teams with the completion of investor queries and to manage investor correspondence relating to technical accounting queries across the Private Capital book of business including debt, mezzanine, secondaries and other private capital funds covering a broad range of asset classes.
- The Senior Manager will assist the Head of Investor Relations with the overall management of the team, including taking responsibility for Investor Relations and Static Data deliverables, managing escalation items and helping to develop the services offered. The Senior Manager will also liaise with the Operational Support team and other internal stakeholders to ensure that all necessary controls are in place and help ensure the highest operational efficiencies including implementing any automations that may be required.
Key Responsibilities:
Manage Investor Communication
- To manage the Investor Relations team including communication to investors and clients in order to deal with and resolve any investors queries, requests or requirements that may fall due. Investor Relations will act as the font office and be in proactive engagement with investors to ensure that all requests are satisfied in a timely and professional manner. To assist with any escalations including with internal stakeholders and clients and in respect of the resolution of any errors or issues that may arise.
- Ensuring that the Investor Relations team and Static Data team promptly handle any enquiries and change requests via Outlook and our in-house query management system Hobart, and to ensure the team assign, prioritize and efficiently resolve all change request.
- Work with the Assistant Managers to ensure the upload of investor reporting and notices on to a relevant portal platform and ensure that investor communications are sent out in a timely and accurate manner.
- To liaise with the Private Capital Client Delivery teams in order to ensure that the sending out of quarterly investor reports, drawdown and distribution notices, capital statements, quarterly reporting and other ad hoc correspondence to investors is done accurately and correctly in line with BNP processes and controls and to manage the process including any issues surrounding adherence to the SLA or escalations surrounding the timing or deliverables from the Administration teams.
- Work with the Assistant Managers to ensure that the team track all investor responses to drawdown and distribution notices and other communications and ensure that the team correctly monitor all investor responses, queries and communication receipts.
- To ensure that all internal controls and processes are followed in respect of investor communication, including the completion of any applicable checklists and appropriate review. Liaising with the Operational Support team to ensure that all controls are regularly reviewed, and to help review the processes and procedures in order to make any enhancements to checklists and procedures that may be
- required.
- To gain significant knowledge and awareness of our operational capabilities of our platforms (e.g E-front/ Multifonds and other bank applications) as applied to day to day production.
Accounting and Tax related queries
- Work with the Assistant Managers to ensure that investor accounting queries relating to management fee calculations, capital accounts, audit confirmations and other ad hoc items are dealt with in a timely manner and liaise with the relevant Private Capital Client Delivery teams in order to achieve this.
- To coordinate and where appropriate assist with investor accounting queries liaising with the various Private Capital Client Delivery teams, and when replying to investors ensure that the responses are technically correct and comprehensive.
- Work with the relevant Assistant Manager to ensure that investor tax reporting including coordinating with the tax advisers in respect of in-scope funds, coordinating with the relevant Private Capital Client Delivery teams to provide the required information and assist with the development of a middle office service offering with respect to tax reporting.
Controls over Legal Documentation and Transactional Activities
- Monitor the Side Letter, Limited Partnership Agreements and other constitutional documents for Funds across the Private Capital Fund Administration department to ensure compliance with the legal documentation and reporting obligations.
- Ensure that all Side Letter and Legal deliverables are diarised and controls put in place to ensure that the Private Capital Client Delivery teams deliver all required deliverables within the given time frame.
- Manage the processes surrounding the admission of new investors, transfers of interest and investor KYC requests including coordinating between lawyers, the Channel Islands and Lux KYC team, the investors and Private Capital Client Delivery to ensure a smooth on-boarding of investors and other transactional activity
- Attend and assist with any prospective investor presentations arranged by the Fund Clients for potential Fund investors
Assist with the Management of the Static Data Team Manager
Help supervise the management of the Static Data team including working alongside the Static Data manager to ensure:
- Supervising the monitoring of the dedicated static data mailboxes to ensure that all enquiries and change requests are promptly handled via Outlook and our in-house query management system Hobart, to assign, prioritize and efficiently resolve all change requests
- To supervise the maintenance of static data, provision of reporting and communication with the investors of the clients funds in accordance with the agreed SLA.
- To become familiar with all entities administered by the Private Capital Client Delivery team and to be able to respond and/or coordinate internal or Client tax or legal queries concerning the various Fund entities.
- Work with the operational controls team to ensure that the FATCA/CRS reporting process and other required tax or regulatory reporting captures all applicable entities and investors.
Provide assistance and cover to the Head of Investor Relations including working with the Client, Sales, Client Line and Strategic Transitions teams in order meet clients’ current and developing requirements, regulatory requirements and market requirements in order to contribute towards a set of investor related solutions and services that are profitable, client aligned, efficient, risk managed and competitive.
Provide cover to the Head of the Investor Relations team including assisting with the management of both the Investor Relations and Static Data teams, helping to develop the culture within the team, identify training needs, motivate and retain staff, work towards operational efficiency and provide accountability to senior management.
Additional Job Requirements
Technical Skills:
Essential Requirements
- 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 prioritize 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
- Sound analytical skills
- 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 working understanding of various types of PE transactions
- Attention to details
Competencies:
Essential Requirements
- Accuracy & attention to detail
- Ability to work under pressure
- Positive, collaborative and forward thinking
- Relationship Management
- Working to deadlines
- Excellent organizational skills
- Teamwork
- Communication skills
- Accountability
Qualifications & Industry Experience:
Essential Requirements
- Experience within the finance industry and specifically experience in private equity fund accounting preparation
- Experience in people management
- A recognized accountancy qualification (e.g. ACCA/ACA).
- Previous experience in a managerial capacity
- Experience of working with other private equity fund administrators working on the same fund structures who may be operating outside of Jersey, including Luxembourg.
Personal Style:
Essential Requirements
- Excellent managerial, 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
- Overtime may be required at peak times including to cover fund transactions, year-end audits, investor issues and staff cover
Manager Conduct Responsibilities:
In a controlled risk environment and in alignment with the global strategy, managers must ensure full compliance with Conduct policies:
- Ensure Conduct governance is fully operational, as per standard guidelines: Conduct is a standard item at the agenda of management or team meetings, Conduct dilemma are well managed and documented, the escalation process is in place, Conduct responsibilities are delegated throughout the perimeter in charge.
- Be aware of the Conduct risks arising in the perimeter in charge and make sure that appropriate mitigating processes and controls are in place.
- Ensure Conduct principles are fully embedded in processes including people management processes (appraisal, promotion, mobility, recruitment, …).
- Develop understanding of Conduct principles by ensuring staff participation to awareness & training sessions.
Regulatory requirements:
25 hours CPD required per annum.