Portfolio Administrator

Job Description

Job Description

We are looking for a Portfolio Administrator to support portfolio operations, client servicing, and reporting activities for a financial services team in Austin, Texas. This position plays a key role in maintaining accurate account records, coordinating with custodians and brokers, and preparing high-quality materials that support client relationships and investment oversight. The ideal candidate brings strong organizational skills, attention to detail, and the ability to manage time-sensitive administrative and compliance-related tasks in a fast-paced environment.

Responsibilities:

• Oversee daily account reconciliation by comparing cash balances and holdings with custodian records and resolving discrepancies promptly.

• Administer account-level guidelines by tracking portfolio restrictions, cash reserve targets, and allocation parameters to help maintain compliance with client policies.

• Maintain trading and account instruction records, and follow trade activity through settlement by coordinating with brokers and custodians to address exceptions.

• Process operational account changes, including new account setup, account updates, closures, and maintenance of client information within portfolio administration systems.

• Handle corporate action events and support accurate billing by reviewing charges, investigating outstanding items, and responding to client inquiries related to invoices.

• Prepare and distribute recurring client correspondence, including quarterly communications and account statements, with a high standard of accuracy and timeliness.

• Coordinate custodian-related service requests such as account openings, cash movements, and account maintenance changes, while assisting clients with documentation and administrative follow-up.

• Develop client meeting and reporting materials by analyzing portfolio results against benchmarks, calculating growth trends, preparing presentation spreadsheets, and assembling final presentation packages.

• Monitor portfolio asset allocation and benchmark data to support ongoing adherence to investment policy expectations and reporting needs.

• Assist with audit, reporting, and class action support requests by gathering required information and delivering documentation to clients and internal stakeholders.

• Experience in portfolio administration, investment operations, compliance support, or a related financial services function.
• Working knowledge of account reconciliation, trade settlement, custodial processes, and client account maintenance.
• Ability to review portfolio information for accuracy, identify exceptions, and follow through on operational or reporting issues.
• Proficiency in preparing spreadsheets, client reports, and presentation materials with strong attention to detail.
• Strong written and verbal communication skills for interacting with clients, custodians, brokers, and internal investment teams.
• Familiarity with compliance-related administrative practices, data accuracy standards, and confidential client information handling.
• Ability to manage multiple deadlines in a structured environment while maintaining a high level of organization and professionalism.