MAIN JOB PURPOSE
To work as part of the Private Capital Client Delivery team providing fund administration and accounting services to Private Capital funds and associated vehicles, ensuring compliance with fund documentation, legal and regulatory requirements and applicable accounting standards.
The role will primarily sit within the Private Capital Investor Relations team, providing accurate and timely operational support throughout the investor lifecycle. The role is responsible for handling investor queries and instructions, distributing investor communications, creating and maintaining investor and
fund static data, and supporting onboarding, transfers of interest and off-boarding activities. The Senior Investor Relations Specialist will typically manage more complex, non-standard, time-sensitive or higher- risk queries and instructions, without the role being limited to those matters.
The role involves regular liaison with clients, investors and internal teams, including Fund Administration, AML/KYC, Payments and Operational Support. Work must be completed in accordance with established BNP Paribas procedures and controls, fund documentation, side letters and applicable client and internal Service Level Agreements (SLAs).
The Senior Investor Relations Specialist acts as both a preparer and peer reviewer within the operating model. In addition to completing assigned processing, the role reviews work prepared by other team members, confirms that the required controls and supporting evidence have been completed, provides constructive feedback and escalates exceptions where approval or management input is required.
KEY RESPONSIBLITIES
Investor Queries and Communication
- Distribute investor correspondence, including drawdown notices, distribution notices, investor
- reporting, financial statements and other routine or ad hoc communications.
- Proactively monitor dedicated mailboxes, ensuring queries and instructions are logged, prioritised, assigned and progressed within agreed service standards.
- Handle investor queries and instructions, including complex, non-standard, time-sensitive or higher- risk ones, coordinating input from relevant teams and escalating where management, compliance, legal or client direction is required.
- Track investor responses, delivery confirmations, outstanding information and follow-up actions, and support the resolution of overdue, sensitive or recurring matters.
Static Data Creation and Maintenance
- Process investor static data requests, including changes to contact details, addresses, authorised persons and bank account information.
- Perform the required control and validation checks before completing updates, including call-backs to authorised third parties where applicable, and confirm that data is complete, accurate and supported by appropriate documentation and instruction.
- Create and maintain other static data within the relevant systems, including fund, investee fund, settlement instruction and managed fund settlement instruction data, as required by procedures.
- Complete the applicable checklists, trackers and evidence requirements for each request and maintain a clear audit trail.
Onboarding and Lifecycle Support
- Support the administrative onboarding of new investors by preparing and processing investor set-up information, contact details, bank details and portal access requirements.
- Coordinate with AML/KYC and Fund Administration teams to obtain or confirm the required KYI/KYC/CDD clearance before investor activity or communications proceed.
- Support operational processes for transfers of interest, investor changes, off-boarding and other investor lifecycle events within the relevant systems, following documented procedures and checklists.
- Assess missing, inconsistent, unclear or non-standard instructions, obtain clarification before processing and escalate where the instruction cannot be validated or falls outside established procedures.
Peer Review and Quality Oversight
- Act as a peer reviewer for work prepared by other team members, in line with the applicable maker- checker control.
- Confirm that instructions have been appropriately interpreted, required checks have been completed, system updates are accurate and supporting evidence provides a complete audit trail.
- Return items for correction where requirements have not been met, provide clear feedback to the preparer and escalate material, repeated or time-critical issues to the relevant manager.
- Support consistent application of procedures and controls across the team by sharing technical knowledge, clarifying process requirements and providing day-to-day guidance on more complex cases.
Controls, Service Delivery and Improvement
- Complete preparer and reviewer responsibilities accurately and within agreed SLAs, fund documentation and side letter requirements.
- Apply maker-checker controls with appropriate independence and ensure that no activity is treated as complete until the required review or approval has been evidenced.
- Promptly identify and escalate errors, incidents, breaches, system issues, control weaknesses or delays in accordance with the relevant escalation process.
- Maintain operational trackers and contribute to management information on volumes, outstanding items, service levels, quality findings and recurring issues.
- Support training, testing, procedure updates, process improvements, automation initiatives and short-term projects, including the implementation of new processes, systems or control requirements.
- Develop and maintain proficiency in internal platforms to support daily processing and understand the impact of static data changes on operational activity.
From time to time the role may be adapted to support the implementation of a new process, system or control requirement. The role holder may also be required to assist with ad hoc short-term tasks and projects not detailed above. Any such responsibilities will be discussed directly by management and resourced accordingly.
Technical Skills - Essential Requirements
- Good working knowledge of Microsoft Office, particularly Outlook, Word and Excel.
- Practical knowledge of investor servicing, static data, onboarding and investor lifecycle processes within a controlled operating environment.
- Ability to interpret and apply procedures, fund documentation, side letters, instructions, checklists and service standards, including in more complex or non-standard cases.
- Ability to complete detailed work accurately and to review the work of peers with appropriate professional challenge and clear feedback.
- Strong organisation and prioritisation skills, including the ability to manage time-sensitive and high-volume activities.
- Clear written and verbal communication skills and a professional approach to investor and client contact.
- Ability to work collaboratively with Investor Relations, Fund Administration, KYC/CDD and other internal teams.
- Confidence in using systems and portals supporting investor servicing and static data.
Technical Skills - Desired Requirements
- Experience using eFront FIA, Intralinks, Hobart or equivalent fund administration, portal or query management systems.
- Good understanding of Private Capital fund structures and investor servicing activities.
- Experience of applying maker-checker controls, reviewing operational work and supporting colleagues on complex cases.
- Awareness of operational risk, data protection and control requirements relevant to investor instructions and static data.
Qualifications & Industry Experience - Essential Requirements
- Relevant experience in investor relations, investor services, fund administration or a comparable financial-services operational environment
- Demonstrated experience in handling detailed or complex instructions and completing work accurately within deadlines and established controls
- Experience of reviewing work prepared by others, identifying errors or gaps and providing clear, constructive feedback
Qualifications & Industry Experience - Desired Requirements
- Experience supporting Private Capital funds and associated investor lifecycle activities.
- Relevant professional or industry qualification, or progress towards one.
- Experience supporting procedural change, system implementation, testing or continuous-improvement activity.
Competencies - Essential Requirements
- Accuracy and attention to detail
- Organisation and prioritisation
- Sound judgement and problem solving
- Quality and control mindset
- Clear communication and professional challenge
- Accountability and ownership
- Teamwork, collaboration and knowledge sharing
- Confidentiality and professionalism
- Client service orientation
- Continuous improvement mindset
- Resilience under deadlines
- Adaptability
Competencies - Desired Requirements
- Coaching and peer-support capability
- Curiosity and willingness to develop technical knowledge
Training
Role-specific systems, procedures, controls, reviewer responsibilities and investor servicing training will be provided in accordance with the team training plan.
Qualifications Supported
Relevant professional qualifications may be supported in accordance with the BNP Paribas policy and role requirements.
Regulatory Requirements
The role holder must comply with applicable legal and regulatory requirements, BNP Paribas policies, confidentiality obligations, information-security requirements and the internal control framework.
