Fund Accounting, Operations & Reporting Coordinator

HB Ventures; Hong Kong; Hybrid; HKD 300,000 - 600,000; Full time

Job summary

HB Ventures in Hong Kong seeks a detail-oriented Fund Operations & Reporting Coordinator to support day-to-day fund operations, reporting, AML/KYC, and expense procedures. You will collaborate with the GP, Fund Administrator, and Investment Manager, coordinating reporting packs, cash flows, and regulatory filings. 3–6 years in fund administration or related finance roles is required, with strong Excel skills and multilingual communication.

Qualifications

• Diploma or Bachelor's degree in accounting, finance, business, or related discipline.
• 3–6 years of experience in fund administration, fund operations, or accounting for securities funds

Responsibilities

• Coordinate with the Fund Administrator and Investment Manager to ensure timely, accurate reporting.
• Manage AML/KYC, investor onboarding, and related notices across funds.
• Prepare management accounts (P&L, cash flow, balance sheet) and fund updates.
• Support audits, budgeting, forecasting, and variance analysis for funds and entities.
• Maintain SOPs, checklists, and data integrity across systems and portals.

Skills

Fund accounting

AML/KYC

Excel

Communication

Multilingual

Education

Bachelor's degree in accounting

Tools

Fund administration software

Job description

Fund Accounting, Operations & Reporting Coordinator

An Asia‑based private multi‑strategy investment platform that backs innovative, technology‑driven businesses across stages and jurisdictions, withexposureto data‑driven research and systematic approaches to investing.

Position Summary

We are seeking a detail-oriented Fund Operations & Reporting Coordinator to support the day-to-day operations of multiple private funds, working closely with the General Partners, our Fund Administrator, and Investment Manager. The role covers coordination of reporting and compliance processes (including AML/KYC), expense and reimbursement handling, and preparation of management accounts and fund updates.

Key Responsibilities

1. Coordination with Fund Administrator and Investment Manager

Act as primary operational point of contact with the external Fund Administrator and Investment Manager for multiple funds.

Coordinate periodic and ad-hoc reporting deliverables (capital account statements, NAV packs, quarterly reports, annual financial statements, regulatory filings , and other information requests) to ensure timeliness and accuracy..

Manage and track AML/KYC and investor onboarding/refresh processes in collaboration with the Fund Administrator, including follow‑up with investors and internal stakeholders, responding to routine operational queries, and coordinating related notices and investor portal updates, as needed..

Support annual fund audits by coordinating document requests between GPs, Fund Administrator, auditors, tax advisors, and other service providers.

Maintain internal calendars and checklists for recurring fund operations (capital calls, distributions, reporting, regulatory deadlines).

2. Expenses, Payments, and Reimbursements

Process and track fund- and manager-level expenses (legal, travel, due diligence, admin, marketing, etc.), ensuring proper coding, approvals, and documentation.

Coordinate reimbursements to GPs and staff, ensuring consistency with fund documents, expense policies, and tax treatment guidance.

Prepare payment instructions and liaise with banks, the Fund Administrator, and internal signatories to ensure timely settlement of invoices, fees, and distributions, and investment-related payments, including administrative support for investment closings and execution follow-ups, as needed.

Maintain up‑to‑date expense registers and support monthly/quarterly reconciliations with the Fund Administrator’s ledgers.

3. Management Accounts and Internal Fund Reporting

Prepare and maintain management accounts for the GP entities and management companies (P&L, cash flow, balance sheet) using data from the Fund Administrator and internal systems.

Support the review and internal validation of fund NAVs, capital account statements, and performance metrics and other fund or portfolio reporting data prepared by the Fund Administrator or collected internally.

Compile periodic internal fund update packs for partners: portfolio positions, capital calls and distributions, unfunded commitments, fee schedules, and key KPIs, and other portfolio monitoring and reporting information.

Assist with annual budgets, forecasts, and variance analysis for funds, GP entities, and management companies.

4. Compliance, Controls, and Process Improvement

Help ensure operational adherence to fund documents, side letters, and relevant AML/KYC and regulatory requirements (in coordination with Fund Administrator, legal, and compliance).

Maintain and improve standard operating procedures (SOPs), process checklists, and documentation for fund operations and internal reporting.

Support data integrity and record‑keeping across internal systems, document repositories, investor portals, transaction files, and portfolio monitoring trackers.

Identify opportunities to streamline and automate recurring workflows (e.g., templates for reimbursements, reporting packs, dashboards).

Candidate Profile

Qualifications

• Diploma or Bachelor’s degree in accounting, finance, business, or a related discipline.

3–6 years’ experience in fund administration, fund operations, finance/treasury, or accounting for securities firms/ private equity/VC/alternative funds

Skills and Competencies

Strong understanding of basic fund accounting concepts (capital calls, distributions, management fees, carry, NAV, capital accounts, expenses).

Working knowledge of AML/KYC processes and investor onboarding in a funds context.

High proficiency in Excel and other Microsoft tools, and comfort working with financial data and reconciliations; experience with fund admin or accounting systems is an advantage.

Excellent organizational skills and ability to manage multiple timelines and stakeholders across several funds.

Strong written and verbal communication skills for liaising with GPs, administrators, advisors, and investors on routine operational and reporting matters, as needed.

High attention to detail, reliability, and discretion with confidential information.

• Fluent in Cantonese, conversational in Mandarin, and working proficiency in English.

Reporting Line and Location

Reports to: Fund Director.

Location: Hong Kong with flexibility of partial remote work.

Fund Accounting, Operations & Reporting Coordinatorfor Asia VC platform. Handle reporting, AML/KYC, expenses, management accounts. 3-6 yrs fund admin exp. HK hybrid.