Client Fund Administration Manager

Role summary

​The Client Fund Administration Manager plays a pivotal role in managing a diverse portfolio of clients within the fund administration sector. This position involves collaborating with management to ensure the efficient execution of fund administration tasks while maintaining high standards of corporate governance. The Client Fund Administration Manager is responsible for overseeing the accuracy and maintaining of client records (transfer agency services), facilitating the launching of funds, managing the deliverables during the life cycle of funds, facilitating board and shareholder meetings, and corporate transactions. This role requires effective communication with all stakeholders. Overall, this position is essential for delivering exceptional service to clients and ensuring the integrity of corporate governance practices.

​Key responsibilities

• ​Collaboration with Management: Work closely with the team head to ensure efficient planning, coordination, and completion of administration and company secretarial tasks for assigned clients.
• Service Provider Oversight: act is main Luxembourg-based contact for third-party service providers.
• Statutory Oversight: Ensure all statutory obligations, including filing reports, accounts, and any necessary statutory notifications are met.
• Investor Communication Management: Prepare, distribute, and review investor notices to ensure clear and timely communication.
• KYC Coordination: Collaborate with compliance and operational teams to ensure KYC processes are effectively managed.
• Record Maintenance and Review: Maintain and review accurate records of client transactions and communications, ensuring data integrity and confidentiality. This includes managing shareholder/investor registers and the CSSF communication log if required.
• Corporate Records Management: Review, maintain, and archive all corporate records for companies, including updating registers, following up on original document deliveries, and filing updates with Luxembourg registers.
• Corporate Governance Oversight: Ensure all entities are effectively managed from a corporate governance perspective.
• Legal Coordination: Liaise with lawyers and notaries for the execution and delivery of legal documents, including apostille and legalization processes, while coordinating with other Altum offices worldwide.
• Meeting Facilitation: Organize and facilitate board and shareholder meetings, including the preparation, review, drafting, execution, signing, and delivery of related documentation such as convening notices, proxies, minutes, and attendance lists.
• Payment Instruction Management: Prepare and review payment instructions to ensure accuracy and compliance.
• Staff Supervision and Coaching: Supervise and mentor more junior staff, fostering their professional development.
• Ad Hoc Assignments: Complete and review additional tasks and projects as they arise, providing flexibility and support to the team.
• Policy and Procedure Updates: Stay informed about company policies and procedures, participating in training sessions as required.

Skills, knowledge, and experience

• ​Bachelor’s or Master’s degree in law or business administration;
• At least 5 years of experience of relevant experience, prior exposure to real estate asset class will be an advantage;
• Fluent in English. French or German would be an asset;
• Excellent interpersonal and customer-service skills with a professional approach at all times in accordance with policies and procedures, legal/regulatory requirements;
• Ability to work on multiple projects at the same time, prioritize matters and meet deadlines;
• Ability to guide and supervise a team of more junior colleagues;
• Extremely organized and rigorous with a can do attitude;
• Dynamic, proactive, and pay close attention to detail.