Operations Associate/Manager

Job Description

Job Description

Operations Manager

Alternative Investment / Family Office

San Francisco, CA

Overview

Hiring firm is a family office and alternative investment firm located in San Francisco. They strive to hire individuals interested in performing in challenging and demanding roles. Job experience, skills, and an excellent attitude are all equally critical to succeed in the role. The position described below requires a customer support orientation, a disposition to work and assist others to maximize productivity and efficiency. Previous experience in a small organization with a complex business and performing a diversity of responsibilities would be helpful to be in tune with this position.

Responsibilities

Finance & Accounting Support

• Provide light accounting and finance support as needed, working closely with the finance team and fund administratoTake on ad hoc financial analysis, data gathering, and spreadsheet projects as needed
• Assist with opening, closing, and maintaining bank and brokerage accounts across the firm's funds and entities
• Coordinate account-opening documentation, KYC/AML requests, authorized signers, permissions, and other required information
• Serve as an operational point of contact with banks, brokers, custodians, and other financial institutions
• Maintain an organized inventory of bank and brokerage accounts, account access, authorized users, and key contacts
• Coordinate updates to account permissions, signatories, addresses, entity information, and other administrative details
• Help establish and maintain online account access and ensure the appropriate internal team members have necessary permissions
• Assist with operational aspects of cash movements, wires, transfers, and in-kind security transfers, subject to the firm's approval and control procedures
• Coordinate trade orders with brokers based on instructions from authorized investment personnel
• Maintain trade confirmations and supporting documentation and coordinate trade information with the finance team, fund administrator, and other relevant parties
• Coordinate stock distributions

Business Operations & Process Improvement

• Build, improve, and document processes and workflows across the firm
• Create checklists, procedures, templates, and documentation so important processes are repeatable and don't live in one person's head
• Develop and maintain systems for tracking projects, deadlines, responsibilities, and open items
• Help keep the broader team organized and accountable for deliverables
• Identify inefficient, manual, or unclear processes and develop better ways of working
• Organize information across emails, files, spreadsheets, systems, and team members
• Turn loosely defined requests into clear plans with owners, deadlines, and next steps
• Help establish scalable processes as the firm continues to grow
  

I nvestor Relations & F und Operations

• Coordinate the formation and operational launch of new investment vehicles
• Serve as the internal project manager for new entity launches, coordinating across senior leadership, legal counsel, finance, tax, the fund administrator, banks, brokers, and other service providers
• Coordinate subscription documents with investors, legal counsel, and the fund administrator and track them through completion
• Maintain entity information, organizational documents, ownership information, key dates, service providers, and other records in a centralized location
• Coordinate with the fund administrator on investor requests, reporting, subscription activity, capital activity, and other deliverables
• Track investor requests and open items and make sure they are resolved promptly
• Help coordinate investor communications, notices, reporting, and recurring deliverables
• Coordinate with finance, legal, and the fund administrator to help ensure investor information and documentation remain accurate and organized
  

Contracts, NDAs & Vendor Management

• Own the firm's contract-management process and maintain a centralized repository of agreements
• Coordinate NDAs from initial request through signature
• Track contract terms, renewal dates, termination provisions, pricing, and other key obligations
• Manage vendor renewals proactively rather than allowing contracts to auto-renew without review
• Negotiate pricing and commercial terms with vendors and service providers
• Coordinate legal review where appropriate
• Maintain an organized inventory of vendors, contracts, costs, renewal dates, and key contacts
• Identify opportunities to renegotiate pricing, consolidate vendors, eliminate unnecessary services, and reduce costs
  

Technology & Systems

• Work closely with our technology consultant on technology initiatives, system implementations, automation, and workflow improvements
• Document new systems and processes and help ensure the team is properly trained
• Help drive adoption of new technology after implementation
• Evaluate how the firm uses existing systems and identify opportunities to simplify or automate processes
  

Project Management & Special Projects

• Coordinate projects across finance, legal, investments, investor relations, operations, technology, and outside service providers
• Research vendors, systems, services, and business solutions and make recommendations
• Help prepare presentations, analyses, trackers, and other materials
• Take ownership of miscellaneous operational issues as they arise
• Step into projects that don't have a natural owner and make sure they get done

Requirements

• Bachelor's degree
• 10+ years of relevant professional experience at a venture capital, private equity, hedge fund or other investment advisors
• Strong proficiency in Microsoft Excel and other Microsoft Office applications, including personnel management and heavy client contact
• Experience with relevant software ( QuickBooks Online and Investran ) a plus, and familiarity with custodian platforms (Citizens Bank, Merrill Lynch, and CitiBank) highly desirable