Transfer Agent - TA Operations

We're currently looking for aTransfer Agent - Senior TA Operations to support our growing operations in the Transfer Agency department. This is a permanent role based in Luxembourg and comes with a favorable salary and benefits package. 

Job Specification: 

The principal objective of this first line of defense position is driving the strategic direction of the TA Operations Team and the control framework within which the firm should operate. 

TA Operations team primary task is to maintain the client fund’s registers up-to-date in accordance with the current regulatory requirements in Luxembourg, alongside Apex Group as well as Apex Funds Services S.A, policies, and procedures.   

Main responsibilities from the team will include investors on boarding, processing of subscriptions / redemptions / switches / transfers of shares, cash settlement, cash reconciliation and reporting (investors & clients).     

The TA Operations employee contributes to the day day-to-day tasks of the TA Operations team within Transfer Agency Operations for our Luxembourg clients and act as an escalation point for more junior Team Members as well as performing specific client tasks. This role requires good regulatory knowledge and an appreciation of operational best practice. 

Service Delivery Performance 

• Maintain an effective control & oversight of assigned TA Operation tasks. 

• Interact with Team Managers on governance-related matters, propose solutions, in case of escalations; 

• Take ownership where necessary on complex cases and / or analyse, consult with line management and compliance as required; 

• Creation and maintenance of accurate Fund static data within TA systems. 

• Receipt, execution and settlement of investor’s trade instructions for open funds. 

• Calculation of allocations & distributions for open ended funds 

• Preparation of distribution packs 

• Transaction reporting to clients, investors and fund management stakeholders 

• Cash processing (receipts/payments) and bank accounts reconciliation 

• Oversight of offshored activities 

• Assist the Team Manager and be the contact person for Clients and Investors for operational issues 

• Assist internal / external audit as required; 

• Ensure a first-time right approach aiming at zero error recorded as a consequence of a failure of our controls (maker/checker) or any particular omission; 

• Make every effort to ensure a zero Client or Investor complaint approach, by way of effective and efficient communication, respect of business etiquette and professional interaction with all stakeholders;  

• Ensure terms of SLAs, where applicable, are adhered to and updated regularly for each Client; 

• Assist with completion of KPIs and MIs is maintained up to date for the assigned Clients-Investors’ base; 

• Interact where appropriate with the outsourcing offices and maintain efficient communication and quality control over activities performed offshore. 

Governance 

• Develop strong working relationships with Clients,  shareholders, regulators, auditors and other external and internal parties as required; 

• Assist Team Managers in explaining operational requirements to clients and investors; 

• Use appropriate tact and diplomacy when exchanging complex or sensitive information with internal or external stakeholders; 

• Participate in any audit-related exercises (Internal/External audit, QA etc) as required by ensure all documentary evidence is provided and any query from Auditors is answered in time to prevent cost overruns; 

• Contribute to the success of due diligence visits and annual due diligence reviews by clients; 

• Participate in investors and/or client calls to discuss performance & strategy, troubleshoot, ease onboarding or migration of funds 

• Perform function in line with the department procedure and Apex policies in respect of the regulatory framework, the internal procedures, guidelines, and code of conduct. 

Human Resources: 

• Ensure adherence to our corporate values, lead by example and apply relevant conduct/behaviour in everything we do; 

• Manage capacity in an efficient and proactive manner, ensure coverage is aligned with applicable requirements (backups, lunchtime, WFH); 

• Ensure that TA Ops teams objectives and processes are aligned with larger strategic initiatives. 

• Ensure mandatory trainings are completed on time. 

Projects: 

• Contribute specific ad-hoc projects and supervise delivery and completion; 

Personal Objectives 

• Ensure you use the relevant internal and external resources to enhance knowledge and capabilities required for the role. 

Please note that a background check will be conducted as part of the hiring process once a job offer has been made. In accordance with the provisions of the Luxembourg law of 23 July 2016 amending the law of 29 March 2013, candidates may be required to provide an extract from their criminal record. This document, issued by the authorities, must not be older than three months. Such a document will be requested with the aim of carrying out a character check on candidates, bearing in mind the area of activity of our establishment and, more particularly, the tasks described in the job description.