Offsite Fund Accounting, Operations & Reporting Coordinator

HB Ventures; Kuala Lumpur; Hybrid; MYR 60,000 - 90,000; Full time

Job summary

HB Ventures in Kuala Lumpur seeks a detail-oriented Offsite Fund Accounting, Operations & Reporting Coordinator to support day-to-day fund operations, reporting, AML/KYC, and audits. You will work with GPs, Fund Administrator, and Investment Manager across multiple funds, coordinating capital calls, distributions, and regulatory filings.

The role requires 3–6 years in fund administration or operations, strong Excel skills, and fluency in Cantonese; English and Mandarin helpful.

Qualifications

• Must hold a bachelor’s degree in accounting, finance, business or a related field.
• 3–6 years of experience in fund administration, operations, or accounting.
• Strong Excel skills and comfort with financial reconciliations.
• Working knowledge of AML/KYC processes in a funds context.
• Fluent in Cantonese and English; Mandarin is a plus.

Responsibilities

• Coordinate reporting deliverables with the Fund Administrator and Investment Manager.
• Manage AML/KYC, investor onboarding, and notices in collaboration with the Fund Administrator.
• Prepare management accounts and review NAV, capital statements and performance metrics.
• Maintain SOPs, dashboards, and process improvements for fund operations and reporting.
• Assist with tax filing, audits, and annual budgets/forecasts.

Skills

Fund accounting concepts

AML/KYC processes

Excel proficiency

Reconciliations

Stakeholder management

Education

Bachelor’s degree in accounting, finance, business, or related discipline

Tools

Fund administration systems

Job description

Offsite Fund Accounting, Operations & Reporting Coordinator

Offsite Fund Accounting, Operations & Reporting Coordinator

About the Company

An Asia-based private multi-strategy investment platform that backs innovative, technology-driven businesses across stages and jurisdictions, with exposure to 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 the 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, the Fund Administrator, auditors, tax advisors, and other service providers.

Maintain internal calendars and checklists for recurring fund operations (capital calls, distributions, reporting, and 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, 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, and balance sheet) using data from the Fund Administrator and internal systems.

Support the review and internal validation of fund NAVs, capital account statements, 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, key KPIs, and other portfolio monitoring and reporting information.

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

Assist with tax filing.

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 the 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, such as templates for reimbursements, reporting packs, and dashboards.

Candidate Profile

Qualifications

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, or alternative funds.

Skills and Competencies

Strong understanding of basic fund-accounting concepts, including capital calls, distributions, management fees, carry, NAV, capital accounts, and expenses.

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

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

Excellent organisational skills and the 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 when handling confidential information.

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

Reporting Line and Location

Reports to: Fund Director

Location: Kuala Lumpur, with flexibility for partial remote work.