Family Office Operations Executive

Company Background

Our client is a well-established privately owned family office with an investment management presence in Singapore. The family office manages a diversified investment portfolio and works closely with leading financial institutions and professional advisors.

Overall Job Scope

The Family Office Operations Executive will support the family office’s operational, financial, investment, and governance activities. The role requires strong experience in investment operations, bookkeeping,reconciliations, and financial reporting, working closely with fund administrators, banks, brokers, accountants, and senior stakeholders.

The ideal candidate is a disciplined, detail-oriented professional with experience in fund administration, investment operations, or multi-asset family office management.

Key Responsibilities

Corporate Administration

• Liaise with the fund administrator, accountant, and company secretary to ensure timely preparation of statutory filings, corporate records, resolutions, and governance documents.
• Coordinate the review and execution of corporate materials, including board resolutions, meeting packs, AGM/EGM documentation, and shareholder correspondence.
• Maintain internal governance documentation and keep digital files organised and up to date.
• Track key governance timelines and ensure all required materials are submitted promptly.
• Coordinate communication between the Board, Executive Director, and corporate service providers.

Financial Operations & Accounting Support

As a Investment Manager:

• Maintain revenue and operating expense ledgers.
• Perform monthly bank reconciliations.
• Prepare and support payment workflows in accordance with internal policies.
• Liaise with the external accountant for monthly reporting and the annual financial statement cycle.
• Provide documentation for auditors or regulatory inquiries as needed.

As a Family Fund Comprehensive Investment Accounting Support:

• Cash, bank & brokerage reconciliations across private bank, custodian, and brokerage accounts, tracking all cash movements including subscriptions, distributions, dividends, coupons, fees, and transfers.
• Trade & position reconciliation across custodians,brokers, statements, and NAV records, resolving reconciliation breaks with service providers.
• Valuation & mark-to-market support, assisting with valuation review for listed securities and validating pricing, FX rates, and methodologies used by the administrator.
• Income reconciliation of dividends, coupons, interest, re-investments, and withholding taxes.
• Fee reconciliation across brokerage, custody, banking,and fund-level fees.
• Corporate actions — monitoring and processing rights issues, splits, mergers, and tenders.
• NAV support & year-end accounts, coordinating with the fund administrator on monthly and quarterly NAVs and providing reconciliations, supporting schedules, and audit-trail documentation.
• Financial statement review & reconciliation —reviewing and interpreting the P&L, Balance Sheet, Cash Flow, and Notes;reconciling internal records with audited statements; and investigating and resolving discrepancies.

Non-Listed / External Investment Administration

• Pre-investment: prepare subscription documents and on boarding files, coordinate KYC/AML reviews, and arrange payments and internal approvals.
• Ongoing monitoring: maintain investment registers and documentation, track NAVs, quarterly updates and annual reports, and reconcile cash flows including capital calls and distributions.
• Reporting & records: prepare internal investment summaries, coordinate data delivery for year-end statements, maintain complete and accurate records, and pass relevant documents to the accountant, fund administrator, or auditor as required.

Compliance & Governance Support

• Maintain compliance manuals, governance policies, and procedural documents.
• Support KYC/AML checks for counter parties and service providers.
• Maintain compliance registers, conflict-of-interest logs, and incident records.
• Coordinate with auditors, legal counsel, and tax advisors.

Operational Coordination & Stakeholder Liaison

• Serve as operational liaison for banks, custodians, brokers, administrators, and accountants.
• Coordinate document execution, certifications, and information requests.
• Maintain secure digital filing systems.

Qualifications & Requirements

• Diploma or degree in Accounting, Finance, Business, Economics, or a related discipline.
• Professional certifications (e.g. ICSA/SAICSA or accounting credentials) are beneficial.
• Four to eight years in family office operations, fund administration, investment operations, or securities services.
• Experience with private banks, custodians, or fund administrators preferred.
• Familiarity with MAS frameworks (S13O/S13U, RFMC, LFMC) beneficial.
• Strong bookkeeping and accounting fundamentals.
• Ability to read and reconcile financial statements.
• Familiarity with investment products, the trade lifecycle, reconciliations, and corporate actions.
• Advanced Excel skills (pivot tables, lookups, formulas).
• Proficiency in subscription documentation, investment on boarding, and payments.
• Strong organisational discipline.