Apex Group Ltd
Senior Administrator Settlements and Reconciliations - Transfer Agency
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The Apex Group was established in Bermuda in 2003 and is now one of the world’s largest fund administration and middle office solutions providers.
Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide. Your career with us should reflect your energy and passion.
That’s why, at Apex Group, we will do more than simply ‘empower’ you. We will work to supercharge your unique skills and experience.
Take the lead and we’ll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities.
For our business, for clients, and for you
Senior Administrator Settlements and Reconciliations - Transfer Agency
Role Purpose
The Transfer Agency Senior Administrator is responsible for ensuring the accurate and timely settlement of investor transactions and the completion of cash, stock, and control reconciliations. The role plays a critical part in maintaining operational integrity, mitigating financial risk, supporting regulatory compliance, and delivering high-quality service to clients and investors.
The individual will act as a subject matter expert for settlement and reconciliation activities, support issue resolution, oversee complex investigations, and assist in the development of junior team members.
Key Responsibilities:
Settlement Administration
- Process and monitor settlement of subscriptions, redemptions, switches, transfers and distributions.
- Ensure settlement instructions are transmitted accurately and within defined deadlines.
- Monitor unsettled transactions and investigate settlement delays or failures.
- Liaise with custodians, depositaries, distributors, payment agents, correspondent banks and internal teams to resolve settlement issues.
- Validate cash movements relating to investor transactions and fund activity.
- Monitor settlement breaks and ensure timely resolution.
- Support fund launches, closures, mergers and migration activities from a settlement perspective.
- Maintain settlement records in accordance with regulatory and operational requirements.
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Reconciliation Administration
- Perform daily, weekly and monthly cash, stock, shareholding and control reconciliations.
- Investigate and resolve reconciliation breaks within agreed service levels.
- Escalate material discrepancies, aged items and unresolved breaks.
- Reconcile investor holdings against transfer agency systems and third-party records.
- Monitor suspense accounts and outstanding reconciliation items.
- Ensure reconciliation evidence and supporting documentation are complete and audit-ready.
- Produce reconciliation reports and management information as required.
- Support month-end, quarter-end and year-end reconciliation activities.
Exception Management & Investigation
- Conduct root cause analysis on settlement failures and reconciliation breaks.
- Identify recurring issues and recommend process improvements.
- Maintain logs of outstanding items and track resolution progress.
- Escalate high-risk exceptions to management promptly.
- Work closely with internal and external stakeholders to ensure timely issue resolution.
Controls, Risk & Governance
- Operate within established control frameworks, procedures and regulatory requirements.
- Ensure compliance with internal policies, client service agreements and operational standards.
- Identify operational risks and control weaknesses within settlement and reconciliation processes.
- Support risk assessments and control testing activities.
- Assist with internal audits, external audits and client due diligence reviews.
- Ensure all regulatory and client reporting deadlines are met.
Client Service & Stakeholder Management
- Provide timely and professional responses to client and stakeholder queries.
- Build strong relationships with custodians, banks, fund accounting teams, depositaries and clients.
- Participate in client service reviews and operational meetings where required.
- Ensure service delivery meets agreed client expectations and SLAs.
Team Leadership & Continuous Improvement
- Act as a senior escalation point for complex settlement and reconciliation issues.
- Provide coaching and technical guidance to junior administrators.
- Support managers with workload management and prioritisation.
- Participate in system testing, process enhancement and automation initiatives.
- Contribute to continuous improvement programmes aimed at reducing operational risk and increasing efficiency.
- Assist with documenting procedures and updating operational controls.
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Essential Skills & Experience
- 3–5+ years' experience within Transfer Agency, Fund Administration or Asset Servicing operations.
- Strong experience of the CASS rules and regulations.
- Strong understanding of settlement, cash management and reconciliation processes.
- Experience investigating and resolving reconciliation breaks and settlement exceptions.
- Knowledge of collective investment schemes including UCITS, OEICs and Unit Trusts.
- Strong analytical and problem-solving skills.
- Excellent attention to detail and accuracy.
- Ability to manage multiple priorities and strict deadlines.
- Strong communication and stakeholder management skills.
- Proficiency in Microsoft Excel and operational systems.
Desirable
- Understanding of FCA-regulated environments and operational risk frameworks.
- Professional qualification such as CISI, IAQ or equivalent.
- Exposure to fund migrations, platform transfers or transformation projects.
Key Competencies
- Attention to Detail
- Risk & Control Awareness
- Analytical Thinking
- Problem Solving
- Accountability
- Communication Skills
- Teamwork & Collaboration
- Customer Focus
- Decision Making
- Continuous Improvement
This role profile is designed for an experienced Transfer Agency professional responsible for settlements, cash management and reconciliations, with accountability for operational controls, risk mitigation and service delivery within a regulated fund administration environment.
Disclaimer: Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted for this position. Apex operates a direct sourcing model and where agency assistance is required, the Talent Acquisition team will engage directly with our exclusive recruitment partners.
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