Key Responsibilities and Required Skills for Fund Coordinator

🎯 Role Definition

This role requires a highly organized and proactive Fund Coordinator to become an integral part of our investment operations team. As a Fund Coordinator, you will be the central hub for all administrative and operational activities related to our investment funds. You will act as a key liaison between our Limited Partners (investors), the investment team, portfolio companies, and third-party administrators. This role is critical for ensuring the smooth execution of fund-level transactions, maintaining impeccable records, delivering exceptional investor service, and upholding rigorous compliance standards. The ideal candidate is a self-starter with a keen eye for detail and a strong background in finance or fund administration, eager to thrive in a fast-paced, high-stakes environment.

📈 Career Progression

Typical Career Path

Entry Point From:

Fund Administrator / Senior Fund Administrator
Investor Relations Associate
Big 4 / Public Accountant (with a focus on financial services/asset management clients)
Paralegal (Corporate or Fund Formation)

Advancement To:

Senior Fund Coordinator / Fund Controller
Investor Relations Manager
Fund Operations Manager
Chief of Staff (for a specific fund or partner)

Lateral Moves:

Compliance Analyst
Treasury Analyst
Portfolio Management Associate

Core Responsibilities

Primary Functions

Manage the entire capital call and distribution process, from calculating amounts and drafting notices to tracking fund flows and resolving investor inquiries.
Serve as a primary point of contact for Limited Partners (LPs), expertly handling inbound requests for information regarding fund performance, capital accounts, and general inquiries with a high-touch, client-service mindset.
Coordinate the investor onboarding lifecycle, including the meticulous collection and review of subscription documents, KYC/AML verification, and ensuring all data is accurately entered into our systems.
Prepare and distribute quarterly and annual investor reports, financial statements, and other key fund communications in collaboration with the fund accounting and investment teams.
Facilitate the fund's annual audit and tax reporting processes by acting as a key liaison with external auditors and tax advisors, preparing schedules, and providing necessary documentation.
Maintain the integrity of our investor portal and CRM database (e.g., DealCloud, Allvue, Salesforce), ensuring all investor contact information, commitments, and correspondence are current and accurate.
Process, track, and manage all fund-level expenses, management fee calculations, and carried interest waterfalls in accordance with the Limited Partnership Agreement (LPA).
Assist in monitoring the fund’s liquidity and cash positions, preparing cash flow projections, and executing wire transfers for investments, expenses, and distributions.
Support the fundraising and business development teams by preparing due diligence materials, managing the virtual data room (VDR), and coordinating investor roadshows and meetings.
Ensure strict adherence to regulatory requirements (e.g., SEC, FATCA, CRS, AIFMD) by assisting with compliance monitoring, preparing regulatory filings, and maintaining the compliance calendar.
Coordinate and prepare materials for Advisory Board meetings, annual investor meetings, and other key stakeholder events.
Liaise with third-party fund administrators to ensure the timely and accurate delivery of NAV packages, financial statements, and capital account statements.
Assist the legal and compliance teams with the review and execution of various fund-related legal documents, including side letters and transfer agreements.
Manage the information flow related to portfolio company valuations, collecting data and supporting the quarterly valuation process.
Oversee the workflow for investment closing mechanics, from coordinating funding with the deal team to ensuring all post-closing documentation is properly filed.
Develop and maintain standard operating procedures (SOPs) for fund operations to improve efficiency, accuracy, and scalability.
Act as a gatekeeper for sensitive fund and investor information, upholding the highest standards of confidentiality and discretion.
Track portfolio company performance metrics and other data required for investor reporting and internal analysis.
Handle the administrative aspects of investor transfers, including reviewing transfer documents and updating ownership records.
Support the CFO and senior finance leadership on ad-hoc strategic projects, financial modeling, and operational improvements.

Secondary Functions

Support senior management with special projects and strategic initiatives related to fund operations and investor services.
Contribute to the ongoing improvement of internal fund administration processes and workflows to enhance efficiency and control.
Participate in the evaluation, selection, and implementation of new financial software and technology solutions (e.g., CRM, investor portals).
Assist the legal team in the review and interpretation of fund documents, such as LPAs and side letters, for operational implementation.

Required Skills & Competencies

Hard Skills (Technical)

Fund Accounting Principles: Strong understanding of investment fund accounting, including NAV calculation, capital accounts, and fee structures.
Advanced Microsoft Excel: Mastery of Excel, including pivot tables, VLOOKUP/XLOOKUP, index/match, and complex financial modeling.
Fund Administration Software: Experience with industry-standard platforms such as Allvue (formerly eFront), Investran, or similar fund administration systems.
CRM Proficiency: Experience using and maintaining CRM systems like Salesforce, DealCloud, or similar platforms for investor relations management.
Regulatory Knowledge: Familiarity with the investment management regulatory landscape, including SEC regulations, FATCA, and AML/KYC requirements.
Financial Document Analysis: Ability to read, understand, and operationally interpret complex legal and financial documents, especially Limited Partnership Agreements (LPAs).

Soft Skills

Exceptional Attention to Detail: Meticulous and precise, with a commitment to accuracy in all aspects of work, especially with financial data and legal documents.
Superior Organizational Skills: Proven ability to manage multiple priorities, projects, and deadlines simultaneously in a fast-paced environment without sacrificing quality.
Proactive & Self-Motivated: A "roll-up-your-sleeves" attitude with the ability to identify problems, propose solutions, and execute tasks with minimal supervision.
Excellent Communication: Polished and professional written and verbal communication skills, with the ability to articulate complex information clearly to investors and internal teams.
Discretion and Confidentiality: Unquestionable integrity and the ability to handle highly sensitive financial and personal information with the utmost discretion.
Client Service Mentality: A dedicated and responsive approach to managing investor relationships, building trust and rapport.
Collaborative Team Player: Works effectively with cross-functional teams (legal, finance, investment, compliance) to achieve common goals.

Education & Experience

Educational Background

Minimum Education:

Bachelor's Degree

Preferred Education:

Master's Degree in a relevant field or a CPA designation.

Relevant Fields of Study:

Finance
Accounting
Economics
Business Administration

Experience Requirements

Typical Experience Range:

3-7 years of professional experience in a directly related role.

Preferred:

Experience at a private equity firm, venture capital firm, hedge fund, or a third-party fund administrator is highly preferred.
Direct experience with investor relations, fund operations, and/or fund accounting for closed-end funds.