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Apex Ireland

POSITION: Fund Administration Operator – Transfer Agency (Private Equity Team)


DEPARTMENT: Operations

LOCATION: Ireland (Dublin)


The Transfer Agency Associate is responsible for overseeing the shareholder register and completing first level checks and reviews required for all transfer agency tasks.

This includes checking responsibilities for transactions and payments, liaising with investors, clients and internally, query gatekeeper, oversight of key control functions, project participation and management, point of escalation for team members, running the team for the AVP and in the absence of AVP.

The candidate is responsible for the day-to-day duties and are the first point of contact for all investors and clients.

The Associate must ensure adherence to Internal Transfer Agency procedures in addition to both internal and jurisdictional regulatory requirements at all times.

Role Responsibilities:

  • Managing and overseeing day to day activities in line with internal and external SLA timeframes  – pro-active escalation to AVP / VP of any potential non-compliance matters
  • Running the team in the absence of AVP
  • Oversight of core controls within the team
  • Identifying gaps in controls and processes and putting process improvement suggestions forward in a professional manner
  • Coordinating new client on-boarding in partnership with AVP and with Integration Team
  • Conducting client relationship management for clients and RM’s
  • Being the initial point of escalation for the RM’s
  • Ensuring that all reporting is prepared, reviewed and released accurately and in a timely manner
  • Preparing board reports and attending / dialling into board meetings
  • Being involved in Ad hoc User Acceptance Testing (UAT) as necessary in the implementation of new projects, systems and system enhancements
  • Ensuring adherence to all policies & procedures and local laws and regulations
  • Drafting of robust operational procedures – ensuring that procedures exist for every process / where changes in processes occur that this is captured in procedures and cheat sheets
  • Working as part of a larger global team in the case of out sourced activities
  • Supervision of more junior staff – conducting 121’s / oversight of tasks / constructive feedback to develop staff / point of escalation for more junior staff / appropriate escalation of performance issues to AVP
  • Project managing projects as directed by senior management – providing weekly updates at a minimum and as often as required by AVP
  • Oversight of team adhering to Investor Services procedures and policies in line with regulations globally and group policy
  • Checker duties – system generated data / e-mails of more junior staff / outgoing reporting
  • Oversight for and checking of all aspects of operations and controls, including setting up investors, processing trades , and distributions, sending reporting, performing Anti-Money Laundering (AML) checks, FATCA / CRS reviews and making wire payments
  • Being initial point of escalation for investor, client and internal enquiries / complaints / errors.
  • Reviewing, understanding and discussing fund governing documents with staff and clients
  • Oversight of Hedge Fund Principals and impact to operational environment
  • Daily oversight of time card completion and data quality
  • Review / Sign off and release of payments in line with appropriate signing authorities
  • Monthly capacity review and analysis
  • Owner of management assigned ad hoc projects and tasks
  • Up to date AML / FATCA / CRS knowledge
  • Close supervision of overtime within the team, where high levels exist proactively manage to understand root causes and putting forward of remediation actions to better streamline
  • Adhere to the Company standard procedures and controls
  • Encouraging a positive working environment
  • Investigates and identifies root causes of errors while suggesting solutions
  • Provides technical support for all team members
  • Full accountability for teams tasks and deliverables

Skills / Competencies Required:

  • A strong background in an investor services/transfer agency team, for alternative funds at a top tier institutional fund administrator
  • Detailed knowledge of transfer agency systems
  • Able to adapt quickly to challenging and changing priorities
  • Strong planning and organisational and entrepreneurial skills
  • Basic knowledge of accounting, finance, hedge/PE investment concepts
  • Strong communication (verbal and written) and problem-solving skills
  • Must be able to work with all levels within the organisation
  • Strong multi-tasking skills
  • A detailed understanding of Hedge Fund structures and the fund administration business and ensuring more junior staff have sufficient knowledge and skills
  • The ability to work to tight deadlines in a proactive fashion
  • Good interpersonal skills to develop working relationships with colleagues, clients, other divisions/ offices of the bank and professional intermediaries
  • Effective time management and to effectively manage with more junior staff who do not excel in this area
  • Display high levels of accuracy and attention to detail and instil this culture in each team member
  • Ability to remain calm at busy times, this is important as a manager
  • Be approachable at all times by all levels
  • Lead by example
  • Ability to identify opportunities for process improvements and to communicate same effectively
  • Ability to escalate up where appropriate
  • Ability to self-motivate and work as part of team
  • At least 3 years Transfer Agency experience (Private Equity Transfer Agency experience desirable)
  • Working knowledge of Sungard Investran and DX
  • Ability to take on board constructive feedback
  • Flexible in dealing with changing priorities and leading the team in the same manner
  • Strong excel knowledge
  • Adaptable and willing to work additional hours as needed
  • Mentor and coach team members to develop capabilities and build a strong succession pipeline for the role
  • Demonstrate an ability to work on his / her own and confident to make decisions within a team and be willing to assist with any tasks when required

We are an equal opportunity employer who seeks to recruit and appoint the best available person for a job regardless of marital/civil partnership status, sex (including pregnancy), age, religion, belief, race, nationality and ethnic or national origin, colour, sexual orientation or disability.

Please let us know if you require any adjustments to enable you to apply or attend an interview. If you would like to discuss your requirements, or have any concerns about the application process, please contact your recruiter or contact our Talent Management Team at recruitment@apexfunds.ie.