Fund Administration Analyst
A career in our Asset & Wealth Management practice will provide you with the opportunity to support asset managers, fund management companies and financial institutions in the execution, coordination and control of key fund administration activities.
Within our AWMIC Fund Administration team, you will contribute to the delivery of operational fund services across investor servicing, subscriptions, fund operations, custody coordination, documentation management, regulatory support and reporting activities. You will work closely with clients, depositary banks, investor relations teams and internal stakeholders to ensure that fund administration processes are performed accurately, efficiently and in line with applicable deadlines and control requirements.
The role
As a Fund Administration Analyst, you will support the execution and coordination of recurring fund administration activities for investment funds, including securities funds and alternative investment structures. Your work will involve handling operational fund processes, maintaining investor and fund records, preparing information for review, supporting external communications and ensuring that documentation and reporting packs are complete, consistent and properly archived.
Your main responsibilities will include, but are not limited to:
- Support investor servicing and onboarding activities, including the opening and maintenance of investor records in fund administration systems and the update of investor databases based on requests from Investor Relations teams.
- Assist with the registration and validation of subscriptions, including the preparation of subscription information, coordination with Interbolsa and depositary banks, and support to the allocation of participation units following fund closing processes.
- Support the registration and validation of investment instructions and fund operations in systems such as DBn, including coordination around purchases, sales, settlement support and technical information related to financial instruments.
- Help maintain asset static data, including the registration of new securities, ISINs, LEIs, market codes and other technical data required to support fund operations.
- Coordinate with depositary banks and custodians in relation to operation confirmations, settlement support, documentation requests and periodic information requirements.
- Support the preparation and transmission of periodic information to depositary banks, including fund portfolios, accounting extracts, bank statements, subscription/redemption files, commission files and participant lists.
- Assist with regulatory and external reporting support, including information requests related to CMVM, Morningstar,
- Bloomberg or other external stakeholders, where applicable.
- Support the issuance and coordination of investment declarations, including AIMA-related declarations and bank investment declarations, ensuring appropriate follow-up with investors, banks and internal teams.
- Maintain and organize fund documentation, including documents made available in reserved areas, physical or digital archives, supporting evidence for fund closing processes and documentation required for audits or periodic reviews.
- Support billing and fee-related coordination, including requests for invoice issuance, follow-up with relevant teams and reconciliation of supporting documentation for subscription fees, management fees, custody fees or other fund-related charges.
- Contribute to fund closing support activities, including preparation of documentation, operational checks, portfolio-related controls and follow-up of pending items required for review by senior team members or the client.
- Support corporate actions and income distribution processes, including coordination with Interbolsa, depositary banks and fund operations teams in relation to dividend distributions or other fund events.
- Assist with audit support and management reporting requests, preparing information, extracting documentation and coordinating responses to auditors or management bodies.
- Work in a controlled environment with clear focus on accuracy, deadlines, maker-checker principles, escalation of exceptions and proper documentation of performed work.
Your profile
- BSc or MSc in Management, Economics, Finance, Accounting, Business Administration , or related fields.
- Previous experience, preferably 3–5 years, in fund administration, fund operations, asset management operations, banking operations, custody, depositary banking, transfer agency or financial services operations.
- Good understanding of the investment fund ecosystem, including interactions between management companies, investors, investor relations, depositary banks, custodians, Interbolsa and regulators.
- Familiarity with fund administration processes such as subscriptions, redemptions, investor register maintenance, portfolio operations, fund documentation, reporting packs and operational controls.
- Experience using fund administration or accounting platforms; knowledge of DBn would be a strong plus, given the relevance of the system across multiple fund administration activities identified in the operating model.
- Strong Excel skills, including the ability to work with operational files, reconciliations, data validations, trackers and reporting templates.
- Ability to handle recurring operational processes with a high level of attention to detail, consistency and accountability.
- Comfortable working with documentation-heavy processes, including contracts, declarations, investor documentation, bank confirmations, audit evidence and fund records.
- Good understanding of control environments, including four-eyes review, evidence retention, deadline management and escalation of exceptions.
- Ability to coordinate with multiple stakeholders, including clients, banks, internal teams, investor relations, auditors and other external parties.
- Strong organizational skills and ability to manage several recurring tasks with different deadlines — daily, weekly, monthly, quarterly, semi-annual and annual.
- Good written and verbal communication skills in Portuguese and English.
- Proactive, reliable and comfortable working in a structured, regulated and deadline-driven financial services environment.
Preferred additional skills
- Knowledge of the Portuguese fund management and regulatory environment, including interaction with CMVM and fund reporting obligations.
- Exposure to securities funds, real estate funds, private equity / venture capital funds or other alternative investment funds.
- Understanding of operational flows involving Interbolsa, depositary banks, custodian banks and investor records.
- Basic knowledge of fund accounting, NAV closing processes and portfolio reconciliation, even if the primary focus of the role is fund administration.
- Experience with operational transformation, process documentation or improvement of manual workflows.
- Familiarity with SharePoint, document management tools and controlled file-sharing environments.
- Interest in automation and process efficiency, particularly in relation to Excel-based processes, recurring reports and operational trackers.
