Manager, Oversight & Client Servicing, Transfer Agency, Fund Admin Operations Manager, Oversight & Client Servicing, Transfer  …

in Hong Kong
Permanent, Full time
Last application, 18 Jan 22
in Hong Kong
Permanent, Full time
Last application, 18 Jan 22
Manager, Oversight & Client Servicing, Transfer Agency, Fund Admin Operations
Job Purpose:

This is a role for a team manager at Manager level within the Transfer Agency, reporting to the Senior Manager of the Client and Transaction Services team.

The role involves day-to-day client servicing, BAU management and oversight responsibility for the transfer agency operations in Hong Kong.

This position is in the Transfer Agency operations unit of the Global Funds Services division. It is a fantastic opportunity for the individual who has experience in the funds industry, and is looking for an opportunity to advance in a fast growing dynamic organization.

Job Background / context:

The Transfer Agency Department is primarily responsible for the accurate maintenance of the fund and shareholder register, accurate capture and reporting of investor dealings in the fund for which Citi acts as the fund's transfer agent.

The team is responsible for day-to-day client servicing, coupled with a number of back office functions within the transfer agency unit across mutual funds. Some operational activities are executed by the local transfer agency unit, while other functions are performed by Citi's outsourced locations globally or with external vendors.

The candidate will be responsible for handling daily BAU activities, including client and vendor servicing. He/She will work closely with colleagues in other teams within the transfer agency unit as well as units in other Citi locations performing offshored activities.

Key Responsibilities:

The candidate is required to have strong knowledge and extensive practical experience of the following core TA processes:
  • Investor on-boarding, KYC & data maintenance
  • Transaction processing & investor servicing
  • Cash & trade settlement
  • Corporate action processing
  • Reporting shareholder trade activity to the fund accountant and custodian
  • Bank account reconciliation
  • Foreign exchange dealing
  • Periodic client & investor reporting

The candidate should also have experience in the following responsibilities of the Transfer Agent:
  • Review of fund prospectuses, operating memorandums and key fund documentation
  • Fund launches and implementation
  • Client conversions
  • Client change request management
  • Client & vendor management
  • Oversight and control management for domestic and outsourced functions
  • Managing client due diligence visits
  • Awareness of regulatory and industry change and how it impacts the business

The candidate should have strong knowledge of the full trade cycle including other functions performed within TA, as well as the responsibilities of the Administrator and Custodian.

The following aspects of the role are also important:

People Management:
This role is for a people manager and in addition to managing the daily responsibilities of the team, the candidate will also be required to build an effective working relationship with and between the team members and to guide them in their tasks. Regular effective one to one sessions with direct reports are required and a planned approach to staff development is a key part of the role.
Control Environment:
The candidate is expected to identify issues or inefficiencies within the team and to build a strong, controlled working environment, concentrating on error prevention and mitigation.
Relationship and Network Building:
The candidate is also be expected to focus on building relationships with the Citi's transfer agency outsourced vendors and other Citi locations that perform tasks on behalf of the Hong Kong transfer agency unit, with the clients and other business partners both internally and externally. The candidate will act as the transfer agency's single point of contact for the vendor and sites performing transfer agency responsibilities on behalf of Citi's clients, and will require strong skill sets and experience in respect of:
  • Acting as key relationship and escalation point for the vendors/other Citi locations across all TA functions, taking end-to-end responsibility for the transfer agency relationship.
  • Manage change with these business partners to ensure a controlled change environment
  • Engage in proactive added-value communication with vendors and other Citi locations, and conduct briefings within the transfer agency unit to build awareness across the teams.
  • Understand the requirements of oversight and control of 3rd party outsourced functions and the importance of adhering to regulatory obligations.

Development value:

This is a middle management role and is an ideal position for a candidate with strong transfer agency operations and management experience, particularly in relation to client servicing, back office support and outsourced functions. The role will also present opportunities for involvement in departmental and inter departmental initiatives which are outside the daily tasks performed by the team. The role will provide opportunity to the candidate to participate in cross functional initiatives, being part of the overall management team within TA and Funds Operations.

Person Specification:


The candidate should have approximately 4 to 6 years of working experience and preferably within the Transfer Agency operations or in a Transfer Agency support role e.g. Transfer Agency project management and should have been in a people management position for at least 2 years.


In addition to a strong knowledge of Transfer Agency operations and the Funds Industry as outlined above, the candidate also needs to display strong interpersonal skills, communication skills, people management skills and time management skills. The candidate also needs to be able to work independently on projects or sub sets of projects and effectively represent TA.The candidate should also be methodical and has excellent oral and written communication skills.

Due to the nature of the oversight of the outsourced functions, the candidate should also have strong regulatory background and understanding of local regulatory obligations and requirements.


Candidates should be educated to 3rd level. Professional qualifications are preferred but not mandatory.


Core Skills & Competencies:

Delivery of high quality service to internal and external customers;
  • Manage the delivery of tasks in a timely, accurately and in a controlled environment, ensuring priority items are identified and dealt with in a prompt manner.
  • Display effective organisation skills in order to manage competing priorities.
  • Liaise effectively with other parties, both internally and externally and communicate in a professional manner at all times.
  • Represent the TA in a competent and professional manner with external vendors and clients.
  • Represent the TA in the regular service calls with external vendors and outsource business partners.
  • Provide an excellent standard of service to our clients both internally and externally.

Identify and assume ownership of issues;
  • Take responsibility for assigned tasks and prioritise to ensure expectations are met.
  • Display effective delegation skills, focusing on developing individuals within your team.
  • Co-ordinate and maintain a calendar of tasks for the team, ensuring the team meets the deadlines agreed.
  • Co-ordinate or act as TA representative on larger projects, as requested.
  • Become actively involved in the development of the business by involvement in initiatives such as new business take on.
  • Implement effective risk awareness within the team, ensuring each member of the team adheres to all documented controls.

People and self-management:
  • Display effective delegation skills, focusing on developing individuals within your team.
  • Display effective people management skills with a proven record of managing both strong and weak performers.
  • Ability to build a strong and trusted working relationship with internal and external partners and stakeholders.
  • Completion of all assigned training and management of your own training path by identifying personal training needs and opportunities.
  • Adaptable and is capable of assimilating to different environments.

Job Family Group:
Operations - Transaction Services
Job Family:
Cash Management
Time Type:
Full time
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