Fund Administration Manager Real Estate – Investment Control Officer

Alternative Investment Solutions

Fund Administration Manager Real Estate –Investment Control Officer, Japan

Role Overview

The Officer will support the delivery of Investment Control/Management services for the Japan portfolio. The role will have hands on responsibility for investment level activities across the investment lifecycle, including acquisition onboarding, funding, treasury and liquidity management, investment monitoring, reporting, restructuring and disposition.

The Officer will prepare and review liquidity forecasts, funding requests, treasury activities and client reporting for assigned funds and investments. The role will also coordinate work performed by supporting operational hubs, including India, and work closely with clients, investment professionals and internal stakeholders to ensure deliverables are complete, accurate and delivered within agreed timelines.

This is a hands-on technical role with no direct people management responsibility. It requires strong attention to detail, effective coordination skills and the ability to manage multiple funds, transactions and reporting deadlines in a control focused environment.

Key Responsibilities

Real Assets Investment Control and Lifecycle Support

• Coordinate Investment Control activities for assigned Japan funds and investments.
• Support investments throughout their lifecycle, from acquisition and onboarding through ongoing management, restructuring, refinancing and disposition.
• Review investment structures and relevant legal, financing and corporate documentation to identify operational, funding and reporting requirements.
• Prepare and review investment level funding requests, distributions, capital movements and supporting documentation.
• Monitor commitments, guarantees, contingencies and other material investment level exposures.
• Maintain complete and accurate investment data, ownership structures, transaction records and supporting documentation.
• Coordinate deliverables and resolve outstanding matters with Investment Management, Asset Management, Fund Control, Treasury, Tax, Legal and external service providers.
• Maintain clear trackers of investment activities, deadlines, dependencies, approvals and outstanding actions.

Japan Treasury and Liquidity Management

• Prepare and review cash forecasts and liquidity requirements for Japan funds, subsidiaries and underlying investment entities.
• Capture anticipated funding requirements, operating expenses, debt service, tax payments, capital expenditure, acquisitions and distributions within liquidity forecasts.
• Monitor cash positions and identify potential funding shortfalls, excess balances, trapped cash and timing mismatches.
• Prepare borrowing requests, facility drawdowns, repayments, interest payments and credit facility rollover documentation.
• Monitor facility availability, utilisation, maturity dates and upcoming treasury obligations.
• Identify and coordinate foreign exchange requirements relating to acquisitions, funding, debt service, expenses and distributions.
• Prepare and review wire instructions, cash-transfer requests and supporting corporate, legal and transaction documentation.
• Coordinate with clients, banks, authorised signatories and internal teams to obtain the required information, approvals and execution confirmations.
• Ensure that banking access, signatories, approvals and supporting documentation are in place before settlement deadlines.
• Track cash transactions through completion and promptly investigate rejected, delayed or incorrectly processed payments.
• Investigate cash forecast variances and update forecasts to reflect current information and changes in investment activity.
• Escalate material liquidity, funding, banking, foreign exchange or settlement risks promptly.
• Maintain current procedures, treasury calendars and backup documentation for critical liquidity activities.

Coordination with the India Hub

• Coordinate activities assigned to operational and shared service hubs, including India.
• Provide hub teams with clear instructions, complete supporting documentation and defined delivery deadlines.
• Monitor outstanding deliverables, review points, dependencies and completion dates.
• Review the accuracy, completeness and quality of work prepared by the India hub before client delivery or final approval.
• Return review comments promptly and follow up to ensure that required corrections are completed.
• Maintain clear ownership between the Japan team and the India hub for preparation, review, approval and escalation.
• Coordinate hub support during acquisitions, quarter-end reporting, financing events and other peak periods.
• Identify recurring errors or process gaps and raise them with the AVP or relevant hub contact for remediation.
• Support process clarification, knowledge transfer and continuous improvement between Japan and the India hub.
• Retain local ownership and accountability for assigned deliverables, including where preparation activities are performed by the hub.

Client and Stakeholder Coordination

• Manage day-to-day communication with clients relating to assigned funds, investments and deliverables.
• Coordinate client communications concerning treasury activity, liquidity forecasts, investment transactions, reporting requirements and operational matters.
• Respond to client requests accurately and within agreed timelines, escalating complex, sensitive or material matters to the AVP.
• Coordinate with investment professionals, attorneys, auditors, banks, property managers and other external parties.
• Track client requests and stakeholder deliverables through to completion.
• Confirm owners, dependencies, required approvals and completion dates for outstanding actions.
• Participate in client meetings and provide updates on assigned activities, reporting matters and open issues.
• Support new investment and client onboarding by coordinating data, banking, KYC, system, documentation and reporting requirements.
• Maintain appropriate records of material client instructions, decisions, approvals and communications.

Fund and Investment Reporting

• Prepare and review weekly, monthly, quarterly and annual investment and portfolio management reports for assigned clients and funds.
• Prepare cash forecasts, debt and financing schedules, investment activity reports, board materials and local entity-level reporting.
• Coordinate reporting inputs from the client, Asset Management, Fund Control, Treasury, Tax, Legal, the India hub and external service providers.
• Validate underlying data and supporting documentation before reports are submitted for final review.
• Reconcile investment and financial information across relevant systems, reports and transaction records.
• Investigate material variances, missing information, stale data and inconsistent reporting.
• Maintain reporting calendars and monitor all internal, client and statutory deadlines.
• Track review points and ensure that required corrections are completed before final delivery.
• Escalate reporting delays, data-quality concerns and unresolved dependencies promptly.
• Maintain complete supporting records and a clear audit trail for each reporting cycle.

Risk, Controls and Governance

• Perform activities in accordance with internal policies, procedures and control requirements.
• Apply appropriate maker checker, segregation of duties, approval and record retention controls.
• Ensure that material cash movements, transaction instructions and reporting deliverables are appropriately supported and reviewed.
• Identify operational risks, exceptions, control gaps and missed deadlines and escalate them promptly.
• Investigate and support the resolution of reconciliation differences, reporting exceptions and control issues.
• Maintain current procedures, review checklists, responsibility matrices, calendars and escalation protocols.
• Support internal audit, external audit, risk, compliance and client-control requests.
• Track remediation actions and provide evidence that agreed actions have been completed.
• Maintain clear and complete audit trails for material Investment Control, treasury and reporting activities.
• Contribute to process improvements that strengthen controls, improve efficiency or reduce manual intervention.

Global and Regional Investment Control Initiatives

• Participate in global and regional Investment Control projects and working groups as required.
• Provide Japan specific operational input into changes affecting processes, systems, data, reporting and controls.
• Support testing, training and implementation of global Investment Control initiatives in Japan.
• Assist with the implementation of consistent Investment Control standards and procedures.
• Identify opportunities to standardise, simplify or automate recurring activities.
• Share lessons learned and effective practices across Japan, APAC and supporting hub locations.

Experience and Skills

• Minimum 5-8 years relevant experience experience in Investment Control, investment management support, real estate or alternative investments, fund operations, fund treasury, fund control or a comparable environment.
• Working knowledge of investment structures and the investment lifecycle.
• Practical experience preparing and reviewing cash forecasts, liquidity requirements, investment funding, borrowing requests, debt service and foreign exchange requirements.
• Experience preparing or reviewing cash movements, wire instructions and supporting transaction documentation.
• Experience preparing weekly, monthly, quarterly and annual fund or investment reporting.
• Understanding of operational risk, internal controls, segregation of duties and escalation requirements.
• Experience coordinating work with offshore or shared-service teams, preferably including India-based teams.
• Strong client and stakeholder communication skills.
• Strong analytical, reconciliation and problem-solving capabilities.
• Ability to manage multiple funds, transactions and reporting deadlines.
• Ability to work independently while escalating material risks or decisions appropriately.
• Strong written and verbal communication skills in Japanese and English.
• High standards of accuracy, organization, accountability and attention to detail.
• University Bachelor or above

Measures of Success

• Accurate and timely preparation and review of liquidity forecasts, funding requests and treasury activities.
• Timely delivery of weekly, monthly, quarterly and annual fund and investment reporting.
• Complete and accurate investment data, transaction records and supporting documentation.
• Effective coordination and review of deliverables prepared by the India hub.
• Prompt identification and escalation of liquidity, funding, reporting and control risks.
• Clear and responsive communication with clients and other stakeholders.
• Timely resolution of reporting variances, outstanding actions and review points.
• Consistent adherence to internal controls, approval requirements and audit trail standards.

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