Fund Administration Supervisor

Fund Administration Supervisor at HSBC

The Fund Administration Supervisor will be responsible for trade capture, exception management, and service routing of trades to downstream systems, including the addition and settlement of cash transactions. Trade instructions are received either via STP through BVI or manually uploaded. The role involves running diagnostic reports, investigating and handling exceptions, and resolving queries within established turnaround times. Services also include sending asset setups to the Static Team and resolving queries in Vortex/TLM. Cash transactions, such as expenses, fees, monthly interest, and FXs, are received from various internal and external stakeholders.

The team also ensures timely cash monitoring, input of journals, reimbursement and payments, balance monitoring, and writing off small residual balances, along with handling cash exceptions.

Impact on the Business/Function

• Enable the rollout of new products/activities within Trades.
• Engage and drive efficiencies and business solutions through automation and be an agent of change.
• Assist and participate in deploying defined business solutions to remove manual processes.
• Ensure active participation and support of migration/re-migration of funds.
• Optimize participation in department initiatives, regulatory, compliance, and reduce risk.
• Formulate and implement robust control mechanisms to eliminate risk (if any).
• Ensure successful implementation of all process/department-level initiatives.
• Responsible for ensuring adherence to all project/migration timelines.

Customers / Stakeholders

• Review the postings/uploads and ensure all downstream/BP queries are responded to in a timely manner.
• Perform maker activities as and when required.
• Ensure that handovers are in place, all files are checked, and an escalation matrix is in place and followed diligently.
• Act as the primary contact for Business Partners and downstream teams for reconciliation/posting queries.
• Act as a backup for the Manager in their absence and manage operations.
• Develop and maintain relationships with internal customers & business partners through timely communication and BAU Calls.
• Ensure adherence to defined process KPIs and PLAs.
• Responsible for ensuring NIL BP Complaints. All BP/Stakeholders queries and open items to be responded effectively to/raised in a timely manner.

Operational Effectiveness & Control

• Maintain HSBC internal control standards and support internal/external reviews, including the timely implementation of audit points.
• Ensure Trades/Reconciliation operating procedure is followed with management and assessment of risks (if any).
• Identify and reduce manual processes for enhanced operational control.
• Update all MIS/trackers as required by the process.
• Ensure enhancements to Job-Aid Matrix, SOP, process notes, checklists, KPI, and internal processes as and when required.
• Complete all mandatory training as and when required and IOC for captured roles.
• Ensure timely follow-up on open & outstanding issues that hinder valuation.
• Ensure the Escalation Matrix is followed as agreed for both BP & SSO Kolkata.
• Demonstrate actions to adhere to compliance with the mentioned controls.
• Responsible for ensuring Nil breaches in all groups and risk policies. Audit, BRCM, and Compliance reviews rated as 'satisfactory'.
• Ensure process notes are updated appropriately.

Leadership & Teamwork

• Ensure continuous process-related updates are cascaded to the fund administrators on an ongoing basis.
• Undertake/conduct training/cross-training for all staff, including existing and new staff, and monitor the same on an ongoing basis.
• Perform any additional responsibilities that may be required by the Supervisor in support of the ongoing management and development of the division.
• Perform UAT testing as and when required.
• Be proactive in identifying root causes for process-related challenges and sharing qualitative resolution.
• Be flexible to adapt to different working environments with counterparts across the globe.
• Responsible for improving the team’s overall quality, productivity, and communication.
• Contribute towards building an enthusiastic and motivated team.
• Demonstrate HSBC Group Values and principles.
• Initiatives to demonstrate the application of HSS's six principles in the day-to-day work environment.
• Participation and support provided to initiatives taken by other team members/teams.
• Improving service delivery trends for the team.
• Individual initiative and level of engagement/participation/collaboration.

To Be Successful You Will

• Applicant should have a Bachelor’s/master’s degree in commerce/finance.
• 1-3 years of fund administration experience.
• Excellent knowledge of Capital Markets and Financial instruments.
• Excellent knowledge of accounting principles.
• Proficiency in working knowledge of A&V, Reconciliation, and Trade Processing platforms, viz. SimCorp Dimension.
• Basic knowledge in custody, brokerage, depository, investment accounting, mutual funds, and reconciliations.
• Proficiency in EXCEL essential.

Others

The major challenge for this role is to continuously deliver within specified time limits with minimum errors. The individual will complete all activities for allocated clients for self and fund administrators within set time limits, ensuring Trade Processing signoffs are sent to stakeholders within agreed PLA parameters. The individual needs to drive process improvement initiatives, communicate effectively with the team and downstream, and be flexible to work shifts and adapt to different working environments with global counterparts. This is an individual contributor role within the Investment Operations Shell of Funds service’s strategic plan, interfacing with Market & Securities Departments and HSBC global offices. The jobholder will continually reassess operational risks, adhere to internal controls, possess strong analytical, problem-solving, interpersonal, and teamwork skills, and be detail-oriented. The role requires ownership, timely escalation, prioritization, technical excellence, and support for seamless re-migration and new business onboarding.

Key skills/competency

• Fund Administration
• Trade Processing
• Exception Management
• Cash Transactions
• Reconciliation
• Capital Markets
• Financial Instruments
• Accounting Principles
• SimCorp Dimension
• Risk Management