Operations & RFI Associate

Salary Range: 85000 to 105000 (Currency: USD) (Pay period: per-year-salary)

Summary of Competitive Benefits & Perks:

• Health/Medical Insurance including Dental and Vision
• 401(k) with company match
• Paid time off
• Bonus/Target Incentive
• Tuition Reimbursement
• Complimentary usage of modern in-house fitness center
• On-premise full-service dining center discounts
• Discounts via the company’s EAP
• Monthly Employee Recognition Programs
• Referral bonus
• Pre-tax transportation options
• Plus more!

Company Core Values:

Perseverance: Our people have the passion, resilience, and determination to achieve long-term excellence. 
Focus: Our people strive to prioritize their responsibilities and maintain their clarity of purpose to accomplish our mission. 
Accountability: We take responsibility for our actions and hold ourselves accountable for our results. 
Empathy: We are committed to our people and their professional and personal development and engaging all voices to unearth creative solutions that will drive performance.  
Social Responsibility: We are committed to making a positive, impactful change to improve the community we serve. 

DUTIES & RESPONSIBILITIES:

The ideal candidate will be leading coordination of timely and accurate RFI’s/DDQ’s/RFP’s (“RFI’s”), for institutional investors and their advisors. They will also provide primary support for marketing initiatives, client on-boarding, capital tracking, management reporting and periodic client/consultant requests for information.  

Core RFI/DDQ/RFP activities and responsibilities: 

(Approximately 60% of the candidate’s time will be spent in the highly concentrated and high focus activities of coordinating and reviewing quarterly RFI’s)

Responsible for fulfillment of all RFI’s in a timely and accurate manner consistent with the Firm’s reputation as responsive and transparent. Activities will include maintaining updated response content (Rocket Docs/ Tranches) compiling existing language, creating new language as needed, and reviewing documents to ensure a high quality, error-free final product.

Develop superior knowledge of the ASB investment products (Allegiance Real Estate Fund) and other real estate investments, as appropriate.

Review and update RFI tranches, source files, and language for standard responses to frequently asked questions in RFI’s across firms/clients.  Provide rough drafts and/or work closely with subject matter experts across the Firm to generate new content, as necessary.

Complete DDQs as required; working cross-functionally to meet client due diligence needs in accordance with strict deadlines. Routinely update and review the Firm’s sample DDQ to ensure all responses are of high quality, refreshed, and up to date.

Act as ASB’s lead contact with State Street regarding data fulfillment for RFIs, DDQs, and RFPs, as well as managing wire transfer instruction updates and verification.

Assist in compiling routine and complete business reporting for RM’s, executive management team, board, consultants, investors and prospective investors.

Client Services support activities (40%)

(This aspect of the role is critical in establishing a culture of perpetual, highly responsive client service to over 300 investors and their advisors)

Provide high-touch client service in coordination with trustees (e.g., State Street, Chevy Chase Trust) and RM’s.

Partner regularly with senior management, portfolio management, capital investment, accounting/finance, and compliance teams.

Coordinate with Accounting and Legal to track progress on client onboarding, mergers, name changes, capital call correspondence, and wire confirmations. Partner with the Legal department for client related external auditor requests, side letters, and internal audits.

Track and reconcile quarterly capital activity, including administration and review of capital queues in coordination with Trustees and Accounting, as applicable. Lead tracking/oversight with respect to LP clients.

Prepare and maintain the quarterly Client Directive Letter package, tracking all client directives (i.e., subscriptions, redemptions, mergers, account changes, wire updates, dividend elections, and fee requests), coordinating review with Accounting, Legal, CCT, and Compliance.

Maintain Salesforce records (contacts, market values, commitments, redemptions, performance data).

Act as internal SF expert, including leveraging its reporting capabilities to produce useful business and management insights including the Dashboard.

Develop advanced proficiency in Excel’s reporting and data analysis tools to generate clear business and management reports.

Oversee the [email protected] inbox, logging and tracking all client related communication requiring an action or response.

Provide support for on-site investor meetings including coordination with external vendors, as needed. Support conference participation, as requested.

Cross Functional Support

In coordination with the Graphics Design Coordination & Client Service Operations Support and Group Head, provide backup on key duties, as needed, and in fulfillment of a highly responsive client service culture. Due to workflow seasonality/variability, back up coverage may represent a meaningful portion of the role. Examples include binding presentation books and constant contact distributions.

DESIRED SKILLS:

Support-oriented collaborative team player, motivated to complete tasks and succeed in a fast-paced knowledge-based business while supporting and taking direction from three client relationship managers.   
Proven success in setting and achieving goals.
Excellent written and verbal communication skills and the ability to effectively communicate with all levels of internal and external clients.
Pro-active, organized, and energetic self-starter with the willingness to work hands-on to develop and execute a variety of capital raising support and client relations activities.
Ability to make decisions, prioritize and manage multiple tasks and meet deadlines in a fast-moving environment.
Highly proficient in Microsoft Excel, Word, PowerPoint, and understanding and administration of relationship databases, such as Salesforce.
Ability to work extended hours as necessary.

EDUCATION/BACKGROUND:

Bachelor’s Degree desired but not required in marketing or business but must have a minimum of 7 to 10 years experience in client service related experience as described within.