Fund Administrator (The Family Office)

Job Summary:
Manages and coordinates alternative investment fund administration activities for internal fund strategies and Fund of Funds vehicles. Partners with external fund administrators to ensure the timely and accurate delivery of NAV packages, capital activity reporting, financial statements, and investor reporting. Serves as the primary relationship manager for external administrators, underlying fund managers, and other service providers. Resolves operational issues, strengthens internal controls, and drives process improvements. Collaborates with investment professionals to support performance attribution, portfolio reporting, fact sheet development, and both initial and ongoing investment due diligence.

• Reviews and validates NAV packages, capital account statements, distribution notices, financial statements, and other reporting received from underlying fund managers and fund administrators.
• Coordinates capital calls, distributions, subscriptions, redemptions, and cash management activities in partnership with internal stakeholders, custodians, and external administrators.
• Identifies, investigates, and resolves operational issues and reporting exceptions, including NAV and financial reporting discrepancies, capital activity variances, reconciliation differences, and service provider escalations. Implements and enhances controls to mitigate operational risk and improve reporting accuracy.
• Maintains and reconciles investor-level records, commitment schedules, capital activity, fee calculations, and waterfall allocations to ensure data integrity and accurate reporting.
• Supports the investment team by providing performance attribution, portfolio analytics, due diligence materials, fact sheets, and investment committee reporting.
• Coordinates audit, tax, and regulatory reporting activities by preparing supporting documentation, responding to inquiries, and ensuring compliance with reporting requirements and deadlines.
• Analyzes underlying fund performance, portfolio exposures, valuations, liquidity profiles, and capital activity to support portfolio monitoring and reporting.
• Develops, documents, and maintains operating procedures and controls, including NAV review processes, capital call and distribution workflows, reconciliation procedures, administrator deliverables tracking, issue management logs, audit and tax support calendars, onboarding checklists, and portfolio reporting tools.

 

 

Required Knowledge, Skills & Abilities: 

• Strong organizational skills and ability to develop, improve, and manage processes.
• Excellent analytical, communication, and organizational skills with a high level of accuracy and attention to detail.
• Strong understanding of fund structures, partnership accounting, capital flows, and NAV processes.
• Ability to manage multiple priorities, meet deadlines, and collaborate effectively across teams.
• Proficiency using word processing, spreadsheet, presentation, and email applications