Job title: Client Services Finance Manager : PE Fund Administration
Job type: Permanent
Emp type: Full-time
Industry: Asset Management
Expertise: Accounting & Finance
Salary type: Annual
Location: Luxembourg
Job published: 2022-08-03
Job ID: 32638

Job Description


Client Services Finance Manager : PE Fund Administration


The Opportunity:

This is an exciting opportunity to join a fast-growing US private Equity Fund Administration firm that has a clear vision of growth in Luxembourg combined with high quality service levels and delivery. You will be part of this exciting growth journey, where you can quickly develop your career, take on more responsibility and progress as the business grows. You will utilise your proven people management skills, with ability to lead and develop teams combined with your ability to quickly adapt to changes in process and procedures in a rapidly changing environment.



  • Actively encourage a culture that supports employee development and retention, through
  • personal development including coaching and training courses as appropriate, and celebrating successes
  • Manage client services staffing levels to forward-looking resource requirements. Actively
  • participate in the hiring processes to recruit productive staff who adapt well to the culture
  • Control client services daily work allocation in transparent and efficient manner
  • Identify and evaluate talent by providing constructive, actionable feedback and performance reviews. Ensure that all staff are working to achieve their required responsibilities, within process and procedure parameters and according to guiding behaviors. Manage under performers appropriately
  • Motivate and empower team members by building their capabilities and providing opportunities to give additional responsibility
  • Be seen as an expert in the operational functioning of new client investment vehicles
  • Participate in prospective clients pitches and help with business development activities
  • Demonstrate a comprehensive understanding of the client service model and engagement requirements including and not limited to scope of services
  • Review and approve client service department time in the system and support finance in the invoicing process
  • Demonstrate comprehensive expertise in fund administration by researching & resolving questions and proposing possible solutions
  • Share expertise at internal and external presentations, as needed. Have portfolio responsibility over revenue recording including collection process and daily, weekly, monthly, periodic reporting as required
  • Participate in the new business process in relation to prospective clients, including providing support during the fee proposal preparation process
  • Participate in the client services budgeting process, monitoring costs and client profitability for the team, including assigning work to appropriate grade level of resource
  • Client Facing
  • Conduct weekly operations meeting with clients, focusing on delivery - including working to KPIs, any client issues (complaints, breaches, errors etc)
  • Supervise the daily client contact for fund activity in direct portfolio, respond to any client requests that have been escalated, ensuring the maintenance a strong client relationship
  • Seek feedback from clients and enhance their services as required, understand the client 'temperature' 
  • Perform client relationship management tasks as required


  • Understand the system design and how it is applied, and seek opportunities for others to best
  • utilize the technology effectively. Implement and share best practices
  • Ensure accuracy of key deliverables including high level review & analysis, meeting compliance
  • requirements, and application of best practices
  • Oversee audit and tax coordination processes for the client services team
  • Act as technical support for the client services team including managers, sharing knowledge and providing training where needed or requested, including the coordination on complex work
  • Complete planning for delivery of production by the team
  • Interpret data to anticipate problems, escalate appropriately, make decisions, and take action to
  • mitigate or avoid risks
  • Act as director on a number of General Partners / Holding vehicle boards
  • Ensure all work is undertaken in compliance with the fund's documentation, relevant regulatory
  • requirements and anti-money laundering regulation
  • Planning client delivery production for designated portfolio
  • Monitor and communicate progress against planning and recognize successes
  • Escalation of any risk events to Head of Client Services and Chief Operating Officer
  • Suggest and specify technology improvements in the pursuit of efficiency
  • Support and participate in ad hoc projects which aim to improve the operational activities of the business
  • Process and control
  • Ensure the team meet deliverables in a timely manner and in line with the Operating
  • Memorandum (if applicable) ensuring the integrity and quality of the financial statements, investor reports, notices, etc.
  • Ensure that all activity is undertaken within defined processes
  • Continuously improve the efficiency, control and client service of each process
  • Support the Head of Client Services on procedural questions
  • Monitor KPIs for designated client portfolio
  • Implement agreed changes to business procedures seeking to confirm good practice across all teams
  • Ensure compliance with local laws, regulation and market best practices

Your Profile:

  • Masters in Accounting and Finance or similar qualification
  • Relevant experience in private equity fund administration in Luxembourg
  • Fluency in English required
  • Proficient in Microsoft Excel, Word and PowerPoint
  • Good understanding of Luxembourg regulation, compliance, tax and financial engineering
  • Sound knowledge and hands on experience with governing documents, such as LPAs, management and advisory agreements, side letters, etc
  • Sound knowledge in accounting, administration and audit of private equity funds (including SPVs,securitization vehicles, blockers, parallel structures, etc), carry vehicles and General Partners).
  • Excellent verbal, written and interpersonal communication skills
  • Strong attention to detail and accuracy
  • Superior problem solving, judgment and decision-making skills
  • Ability to think independently, prioritize, multi-task and meet deadlines
  • Ability to work in team and autonomously
  • Strong management and organisational skills
  • Strong IT skills and knowledge of e-Front a plus


Could this be the right opportunity for you? Please do not hesitate to send your CV to Andrew Notter to be considered for this recruitment process.


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