Responsibilities
In an investment company, the operations team plays a crucial role in ensuring the smooth and efficient functioning of the firm's investment activities. Here’s a detailed description of their responsibilities, particularly focusing on capital calls:
Role of the Operations Team
- Fund Administration and Accounting:
- Record Keeping: Maintaining accurate records of all transactions, including investments, distributions, and capital calls.
- Financial Reporting: Preparing financial statements, investor reports, CMA quarterly reports or whenever requested, and ensuring compliance with accounting standards and regulatory requirements.
- Capital Call Management:
- Capital Call Notices: Preparing and providing investor relations with capital call notices to investors when the fund needs additional capital to make investments or cover expenses.
- Tracking Commitments: Keeping track of each investor's committed capital and the amounts already called and remaining ensuring they are deposited into the correct accounts. And informing investor relations of updates on received amounts.
- Record keeping: maintaining records of all capital call documentation.
- Reconciliation: Reconciling received amounts with the amounts called and following up on any discrepancies or delays.
- Bank account management: Ensuring that all cash flow received is allocated in the appropriate sub-accounts for the funds (subscription, operation, and redemption accounts) as requested by the fund manager.
- Reporting: Updating the internal systems and records to reflect the new capital positions and informing the investment team of the availability of funds
- Distribution Management:
- Distribution Calculation: Calculating the distribution amount for unitholders based on the registrar and unit confirmations. Taking into account any expenses or deductibles.
- Distribution execution: Executing transfers to unitholders based on bank accounts at record and following up with unitholders on receipt confirmation.
- Cash Flow Management: Ensuring that the distribution to investors is transferred in a timely manner and to the correct account.
- Compliance and Regulatory Reporting:
- Fund documentation: coordinate with legal advisor for all relevant fund preparation documentation and submission of Terms and Conditions either upon establishment or for relevant post commencement updates.
- Regulatory Filings: Ensuring the fund complies with all relevant regulations and preparing any necessary filings with regulatory bodies.
- Audit Coordination: Working with external auditors to provide necessary documentation and explanations during audits.
- Client Documentation: Approve and track all client files and registration of units, including review of KYC and relevant subscription documentation needed.
- Transaction Processing:
- Investment Transactions: Coordinating the settlement of investment transactions, ensuring all documentation is in order and funds are transferred appropriately.
- Expense Transactions: Execute all fund expense transactions, ensuring all documentation is in order and funds are transferred appropriately.
- Risk Management:
- Monitoring: Keeping an eye on operational risks, including liquidity risk, and ensuring there are processes in place to mitigate these risks.
- Controls: Implementing and maintaining robust internal controls to prevent errors and fraud.
Qualifications
- Bachelor's degree in finance, business, or a related field.
- Relevant professional certifications (e.g., CME-1, CME-4) required
- Experience in investment operations, portfolio administration, or related areas.
- Strong analytical and problem-solving skills.
- Knowledge of investment instruments, financial markets, and regulatory requirements.