Administration Officer (12-month Fixed Term Contract)

This role involves managing day-to-day fund operations, including trade processing, NAV calculation, and reconciliations, while also leading an administrative team and overseeing office operations. You will collaborate closely with portfolio managers, finance, and compliance to ensure smooth operational workflows and service provider management. This is a 12-month fixed-term contract based in Hong Kong, ideal for experienced operations professionals with strong leadership skills.

Monitor fund operations: Manage day-to-day fund operational processes including subscriptions, redemptions, distributions, payments, and bank account administration, ensuring accuracy, timeliness, and proper documentation. Trade processing: Oversee the complete trade process from execution to settlement for equities, fixed income, and derivatives. Ensure accurate trade capture, confirmation, and resolution of any settlement issues. NAV Calculation and reporting: Oversee daily NAV calculations, prepare performance reporting and financial reporting. Reconciliations: Monitor daily and periodic reconciliations of cash, holdings, and transactions between internal records, brokers, and custodians. Investigate and resolve discrepancies promptly. Corporation Actions: Monitor and manage corporate actions, proxy voting and other operational events. Team coordination: Work closely with Portfolio Managers, Finance, Legal and Compliance to ensure smooth execution and prompt resolution of exceptions. Service provider management: Liaise with custodians, fund administrators, nominees, brokers, external auditors and other vendors; coordinate deliverables, follow-ups, and issue resolution with clear tracking and audit trail. Fund setup & change events: Support new fund launches, fund amendments/supplement reviews, and operational onboarding including custody and brokerage account opening. Operational controls & risk awareness: Maintain strong operational discipline (checklists, maker-checker where applicable, reconciliations/confirmations) and escalate risks or breaks in a timely manner. Process improvement & systems initiatives: Participate in system enhancements and workflow optimization projects, helping standardize recurring processes and improve efficiency. Ad hoc tasks: Support additional operational tasks and projects as assigned. Office Management: Oversee daily office operations, ensuring seamless workflow and administrative support for all departments. Team Leadership: Lead and manage an administrative team, providing clear direction, coaching, and performance management to foster a high-performing and collaborative culture. Facilities Management: Coordinate office maintenance, space planning, and workplace safety initiatives in collaboration with relevant stakeholders. Manage procurement processes including sourcing, vendor selection, contract negotiation, and purchasing of office supplies, equipment, and services. Reporting and Compliance: Prepare and present management reports related to office operations, ensuring compliance with policies and procedures. Budgeting: Manage office budgets, track expenses, and identify cost-saving opportunities without compromising service quality. Stakeholder Management: Build and maintain strong relationships with external vendors, particularly in the areas of security, cleaning, and facility services, ensuring service quality and compliance with contractual terms. Policy Development: Develop and implement administrative policies and procedures to improve operational efficiency and service delivery. Communication: Serve as a primary point of contact for both internal and external stakeholders, demonstrating outstanding articulation and communication skills. Management support: Support senior management with reporting, planning, and execution of strategic administrative initiatives.