PURPOSE OF JOB
You will be involved in the day-to-day management and corporate activities of an AIFM managing complex private equity and real estate’s portfolio of various Alternative Investment Funds. You will work in close collaboration with the Conducting Officers of our AIFM and report directly to them. The oversight team is composed of 2 employees including yourself. Own the end-to-end onboarding of new AIFM clients and drive continuous fund oversight, ensuring regulatory compliance, service-quality KPIs / KRIs, and timely governance. You will coordinate internal and external stakeholders, maintain tight execution discipline, and deliver clear reporting to the Conducting Officers and Boards.
MAIN RESPONSIBILITIES AND DUTIES
CLIENT ONBOARDING (LEAD)
- Lead and coordinate the full onboarding lifecycle for new AIFM clients; ensure same-day responsiveness and proactive follow-ups.
- Clarify client needs and mobilize internal teams (Compliance, CoSec, Finance, Risk, PM) to meet onboarding milestones and BAM prerequisites.
- Prepare and maintain onboarding documentation (e.g., BAF, AML risk assessment, CoI register) and the KYC file in line with the AML Policy and risk-based approach.
- Manage screening and WorldCheck uploads; maintain / update AML batch lists and submit to Senior AML / KYC Officer for review.
- Keep a structured query log of outstanding information per client and drive closure.
ONGOING CLIENT RELATIONSHIP & SERVICE COORDINATION
Serve as day-to-day point of contact; consolidate queries and ensure prompt, high-quality responses.Coordinate with banks and third-party service providers; schedule and run action-oriented client / team meetings.CORPORATE SECRETARIAL & GOVERNANCE SUPPORT
Maintain governance calendar of approvals, meetings, and deadlines.Prepare, review, and file governance materials (BoD / CO minutes and resolutions), maintain authorized signatory lists and disclosure registers.Ensure proper document control and naming conventions and organize sign-offs.Review key fund documents and third-party agreements (AoI, LPA / PPM, subscription docs; AIFM / CA / Depositary / Paying Agent / Distributor).FUND OVERSIGHT & DUE DILIGENCE
Define, collect, and challenge KPI / KRI packs from FA, TA, IT, IM, IA, Distributors; ensure timely escalation to COs / Boards.Perform and periodically reassess risk-based due diligences on delegates and service providers; compile / maintain the AIFM Due Diligence Pack and respond to DDQs.Conduct daily name screening (WorldCheck); investigate hits and escalate per policy.Prepare and present monthly reports to COs and quarterly oversight reports to Boards.Support implementation and use of FundProcess modules – AIFM internal system – (oversight, marketing, Annex IV reporting) and completion of fund static data dashboards.FINANCE INTERFACE (AIFM REVENUES)
Run bi-monthly debtor meetings with Finance; explain delays and chase >30-day items.
Own accurate invoicing setup and revenue recognition (Viewpoint setup, client codes, invoice circulation and approvals).Liaise with the Jersey Billing team; review billing reports; maintain accrued income and ADR follow-ups.REGULATORY & STATISTICAL REPORTING (COORDINATION)
Coordinate and support SGOREP / CSSF submissions, BCL quarterly reports, AIF listings, registrations / de-registrations.Coordinate marketing notifications / de-notifications and maintain the marketing matrix and regulatory deadline calendar (as applicable).ADMINISTRATION (SELECTED ITEMS)
Manage LuxTrust requests and cancellations; ensure AIFM and client corporate records are complete and properly archived.ESSENTIAL REQUIREMENTS
Master’s degree in Business Administration, Economics, Law, Finance, or equivalent.3–4+ years of experience in Luxembourg funds / AIFM / ManCo or comparable environment.Strong grasp of AIFMD, AML / KYC (incl. WorldCheck and risk-based approaches), and fund operating models (FA / TA / Depositary / CA).Structured, accountable, and detail-oriented; able to run multiple workstreams to tight deadlines.Excellent written and verbal English; other EU languages are an asset.Advanced stakeholder management, meeting cadence discipline, and crisp reporting skills.Tech-curious with the ability to adopt workflow tools (e.g., dashboards, FundProcess, Viewpoint).