Onboarding and Client Services Officer

It’s never been a more exciting time to join Vistra.

At Vistra our purpose is progress. We believe that our clients have the power to change the world and to do great things for global progress, and we exist to remove the friction that comes from the complexity of global business – to help our clients achieve progress without friction.

But progress only happens when people come together and take action. And we’re absolutely committed to building a culture where our people can do just that.

We have an exciting opportunity for you to join our team as Onboarding and Client Services Officer. This full-time and permanent position is based in Luxembourg and has a regional focus enabling the candidate to make a significant contribution to our funds business and its growth.

Purpose of the Role

Take the lead on the onboarding process, including:

• coordinating between clients and various team members for the purpose of successfully finalising fund onboarding;


• overviewing standard fund documents in order to know who to delegate specific sections for substance review; 


• preparing standard agreement templates and following through up to execution of the same;


• AML/KYC collection (first line of defence);


• preparing and presenting onboardings to business committee for approval


• map relations at onboarding and keep working parties’ lists up to date


• build relations with the client to then act as first point of contact for the business as usual relation after onboarding

Scope

The role will take place in Luxembourg in a growing team of about 30 people. The AIFM’s Onboarding and Fund Distribution and Marketing Team, which is currently made up of 4 wonderful and motivated people.  You will report to the team’s Fund Distribution Marketing Manager and/or Conducting Officer.

Key Responsibilities

Onboarding and document monitoring 

• Communicate with incoming clients to obtain required fund documents and agreements; Be clients’ point of contact for the purposes of onboarding


• Coordinate with various AIFM / ManCo functions to obtain from them the required review of fund documents (including PRIIPs KIDs) and agreements, at onboarding and, as needed, during fund lifecycle


• Manage and take-ownership over the exchanges between clients or where relevant, third-party providers of fund documents (e.g. of PPM, LPA, KIDs); and the AIFM functions until successful completion of onboarding, and/or until the finalisation of fund documents and agreements


• Fund and GP AML/KYC collection (first line of defence)


• Reviewing basic fund documents and standard AIFM/ManCO/fund agreements

Reporting

• Updating the AIFM’s business committee as needed on onboarding status during ad hoc or bi-weekly meetings

Client relationship 

• Mapping the relations between relevant stakeholder and preparing/keeping up to date the working party list


• Act as first point of contact for all client requests, coordinate deliverables 


• Coordinate the timely preparation of the corporate governance reports with the various teams

Attributes / Technical Skills

Essential: 

• Excellent written and spoken English  


• Excellent working knowledge of Excel, Power Point and MS Office 


• Resourceful user of AI tools


• Organised; Persistent; Proactive; 


• Positive; Service-oriented and diplomatic; Comfortable communicating with different stakeholders.

Desirable: 

• Analytical skills; Eager to learn; Curious mindset.

Relevant Experience

Essential: 

• 3-5 years’ overall experience in a similar position in the Luxembourg investment fund industry (Central administrator or AIFM);


• Experience with regulatory matters concerning AIFMs 


• Experience coordinating between various stakeholders and documenting for reporting purposes (e.g. due diligence style work in law firms).

Desirable:

• Experience in a reputable law firm;

Education & Professional Qualifications

Essential: 

• Master’s degree


• Relevant professional training, e.g. relating to applicable laws and regulations in relation to UCITS, AIFMD, MIFID, CBDF

Desirable: 

• Law degree


• Relevant university degrees might include EU fund regulation and compliance; business and engineering 

If you are excited about working with us, we encourage you to apply or have a confidential chat with one of our Talent Acquisition team members. Our goal is to make this a great place to work where all our people can thrive. We hope you join us on this exciting journey.