Operations Manager - Asset Management

  • Competetive
  • London, England, United Kingdom
  • Permanent, Full time
  • Non-disclosed
  • 17 Feb 18 2018-02-17

Senior Operations manager within a boutique asset management firm


The role involves working with specialist teams involved in negotiating agreements with banking, administrator and other counterparties and working with regulatory specialists within the firm to address matters affecting the funds across all jurisdictions.


Ensuring robust, effective and efficient controls are in place is important given the nature of the risk in this area. Processes and procedures need to be well documented and effectively managed. Sharing knowledge with the FFO team, with emphasis on the FFO controllers, is also vital for the wider team success, of which you are an important part.


Principal Accountabilities


The responsibilities of the role include, but are not limited to:


Transaction support


  • Organising, attending and managing the firms interaction and involvement with Fund Boards. Provision of transaction assistance for fund boards; Leading on resolving all open matters for Board with  focus on those matters addressed for the firm
  • Comprehensive fund administrative support/liaison to the Investment team for new deals, refinancing, restructures and exits
  • Managing complex documentation and completion including recap and amendment processes across all private investment funds, including liaison on fund investments structures and

restructuring in cooperation with the tax/structuring teams. This includes, inter alia, obtaining a good

understanding of the SPA documents, waivers and amendments and other such documents; POA management; Notarisation process; KYC/CDD management always ensuring that the firm and its funds are protected. Managing the firms Co-Invest management along with Compliance

  • Managing administrators to ensure all banking facilities are available and ready for use – including receiving and managing Luxembourg blocking certificate and notarisation process.
  • Co-managing administrator arrangements and negotiation of admin contracts with focus on Lux admin arrangements
    • Liaison and work in cooperation with internal fund tax team, tax and legal external counsels to ensure that the initial deal structure is set up, documented and handed over successfully to the

team handling ongoing administration and compliance;

  • Managing and review of funds flow; managing funding and initial hedging arrangements with the firm Treasury. Liaison with portfolio company and advisors. Working with fund accounting and admin teams to ensure sufficient capacity on bridge facilities where required. Ensuring appropriate procedures and processes are in place and applied to ensure a smooth and efficient funding process
  • Post completion implementation: Leading the effort to ensure that the deals are correctly booked in WSO/Efront/V3 in conjunction with ISLA/Ops/FFO Fund accounting/FFO Fund controllers. Ensuring that categorisation of instruments in the systems have been signed off by CIO at the time of investment
  • Ensuring the FFO fund controllers receive full support and are frequently appraised on current status of ongoing transactions and all other matters affecting their funds. FFO lead on Investment pipeline updates for team. Update performance and accounting team on deal developments and upcoming activity


Fund Life Cycle Matters


  • Working on fund Liquidations/terminations Making arrangements for any facilities with banks and legal advisors to this end
  • Manage deal mechanics/structure/complexities with the performance and accounting team;
  • Managing LP Partner Transfers


Financing, Regulatory and Tax Compliance


  • Responsibility for Bidco entity and banking arrangements and set up through administrators.





  • Fund structure compliance & adherence; Includes managing the arrangements required to ensure strong substance for our funds. Working closely with the tax team to ensure treatment of any investment items and ongoing compliance and review of commercial agreements


Process definition and building a scalable function


  • Championing and being a positive advocate of process enhancement through management of Go- Check and ensuring adequate process documentation and control for your areas of responsibility to an auditable standard
  • Other ad hoc projects to support the team objectives


Annual Performance Expectations


  • Representing the firm on Fund Boards, assisting as appropriate and resolving all open matters efficiently
  • Comprehensively supporting the investment teams with fund administration
  • Timely and accurate management of complex documentation
  • Good liaison of fund investment structures and restructuring – solid understanding of the SPA documents, waivers and amendments etc.
  • Effective management of administrator arrangements and set up of admin contracts subject to approval
  • Working efficiently with internal fund tax and external tax and legal advisors ensuring the initial deal structure is accurately setup
  • Efficient and timely managing of the funding process- including well controlled funds flow mechanics
  • Timely and accurate booking of deals into the relevant systems
  • Ensure all necessary parties are fully appraised on the status of transactions and other matters affecting their funds
  • Provide timely and accurate guidance on deal mechanics/structure/complexity with the performance and accounting teams
  • Timely and efficient setup of procedures with administrators following arrangements being in place





Personal Attributes


  • Well organised
  • Very responsive at all times to ensure smooth execution
  • Strong communication skills
  • Analytical with attention to detail
  • Results focused
  • Creative problem solving
  • Resilient
  • Passionate and driven
  • Trustworthy and respected
  • Ability to work across multiple cultures
  • Ability to work with limited direction
  • Hands on







Key Relationships





·          Deal Teams and executives

  • Fund controllers
  • Legal and compliance teams
  • Loans Administrations Team
  • Tax- Internal teams
  • Wider Fund Operations Team





·          Offshore administrators

  • Fund Boards
  • Legal advisors