Management Company Operations Specialist

Petra Funds Group; Boston (MA); Hybrid; USD 130,000 - 180,000; Full time

Benefits offered by this job

Medical coverage

HSA contributions

401(k) match

Flexible PTO

Holiday calendar

Hybrid work

Job summary

Petra Funds Group is seeking a Management Company Operations Specialist to support the management company finance team across intercompany settlement, portfolio company billing, and accounts payable. This full-time role requires attention to detail and the ability to work with a centralized point of contact in Corporate Finance.

Location is open, with preference for Boston or East Coast and US Eastern business hours.

Qualifications

• 5-10 years of experience in accounts payable, billing, or intercompany settlement
• Hands-on NetSuite experience including reimbursable expense module and vendor/entity maintenance
• Experience building and maintaining accounts receivable aging reports and driving collections to resolution
• Strong Excel skills and ability to reconcile transaction populations to balances

Responsibilities

• Monitor intercompany balances between the management company and funds, identifying amounts due and preparing the supporting detail behind each balance
• Prepare and issue intercompany invoices and facilitate settlement through to cash movement on a quarterly cycle or as directed
• Own the intercompany and receivable accounts on the management company balance sheet, keeping every balance supported, current, and explainable
• Maintain schedules that trace invoiced balances to underlying transaction details and the general ledger
• Prepare portfolio company invoices for reimbursable fees and travel expenses, for internal review prior to issuance on a quarterly cycle or as directed
• Issue approved invoices to portfolio companies and maintain complete supporting documentation
• Maintain accounts receivable aging reports across portfolio company and fund balances
• Own the collections process end to end, including direct follow-up with portfolio company and fund contacts and escalation of past-due balances
• Own the outcome, not just the report: drive outstanding AR balances down quarter over quarter
• Reconcile billed amounts to underlying expense detail and recorded receivable balances
• Prepare new and updated vendor records in NetSuite and in accounts payable platform
• Allocate invoices for payment and submit for approval
• Obtain and maintain vendor W-9 and W-8 documentation; prepare annual 1099 population

Skills

Attention to detail

Independent worker

Communication skills

Time management

Tools

NetSuite

Microsoft Excel

Job description

Management Company Operations Specialist

Petra Funds Group is a single source provider for the fund administration and fund infrastructure needs of Private Equity and Debt Funds. At Petra, we enable fund managers to focus on the tasks that add the most value to their businesses and leave the rest to us.

Petra is made up of highly experienced professionals across the US and Europe. In a business where accuracy and timeliness are paramount, having a deep bench who have spent years working inside of asset managers is what truly differentiates us.

Our foundation is built on trust, experience, and uncompromising accuracy. Our people are experts. We work collaboratively. We are relentless in our process and put attention to detail first.

What You Will Do:

The Management Company Operations Specialist is a full-time, dedicated resource supporting the management company finance team across recurring intercompany settlement, portfolio company billing, and accounts payable processes. The role executes these processes accurately and on schedule, taking day-to-day direction from a single point of contact in Corporate Finance. Location is open, with a preference for candidates in Boston or elsewhere on the East Coast; availability during U.S. Eastern business hours is required.

Responsibilities:

• Monitor intercompany balances between the management company and the funds, identifying amounts due and preparing the supporting detail behind each balance
• Prepare and issue intercompany invoices and facilitate the settlement process through to cash movement, on a quarterly cycle or as directed
• Own the intercompany and receivable accounts on the management company balance sheet, keeping every balance supported, current, and explainable at any point in the quarter
• Maintain schedules that trace every invoiced balance to the underlying transaction-level detail and to the general ledger
• Prepare portfolio company invoices for reimbursable professional fees and travel expenses, and for monitoring and other ancillary fees, for internal review prior to issuance, on a quarterly cycle or as directed
• Issue approved invoices to portfolio companies and maintain complete supporting documentation for each
• Maintain accounts receivable aging reports across portfolio company and fund balances
• Own the collections process end to end, including direct follow‑up with portfolio company and fund contacts, escalation of past‑due balances, and pursuit of open items through to resolution
• Own the outcome, not just the report: drive outstanding accounts receivable balances down quarter over quarter and prevent unbilled activity from accumulating
• Reconcile billed amounts to the underlying expense detail and to recorded receivable balances
• Prepare new and updated vendor and other entity records in NetSuite and in the accounts payable platform
• Allocate invoices for payment within the accounts payable platform and submit them for approval
• Obtain and maintain vendor W-9 and W-8 documentation
• Maintain vendor tax data throughout the year and prepare the annual 1099 population for review and filing

Qualifications:

• 5-10 years of experience in accounts payable, billing, or intercompany settlement, ideally within financial services, private equity/alternative investments, or professional services
• Hands‑on NetSuite experience required, including the reimbursable expense module, vendor and entity record maintenance, transaction entry, and reporting
• Demonstrated ownership of balance sheet accounts, including reconciliation and explaining period-over-period movement
• Experience building and maintaining accounts receivable aging reports, with a track record of driving collections to resolution
• Strong Excel skills, including reconciling detailed transaction populations to summary balances
• Experience preparing and issuing invoices (intercompany, portfolio company, or client‑facing) with full supporting documentation
• Familiarity with vendor tax documentation (W-9/W-8) and annual 1099 preparation
• Clear written and verbal communication skills, with experience representing a firm professionally in direct contact with external stakeholders
• Ability to work independently against a recurring calendar (monthly or quarterly close) with limited supervision

Salary Range:

At Petra Funds Group, we are committed to transparency and equity in our hiring practices. The compensation range for this position is$130,000 - $180,000 per year. This range represents the base salary only. Actual pay will depend on factors such as qualifications, experience, and skills.

How We Care

We believe people do their best work when they feel supported — personally and professionally. That’s why we offer a comprehensive benefits package that reflects our commitment to your well‑being. Our perks include:

• 90% covered medical, dental, and vision insurance premiums to help you stay healthy without financial strain.
• Fully funded Health Savings Account (HSA) employer contributions up to the IRS maximum — available to employees enrolled in our high-deductible health plan. *
• 401(k) employer match at 100% of your contributions up to 5% of compensation, with immediate vesting, so you start building long‑term savings right away.
• Flexible paid time off to recharge, travel, or take care of what matters most.
• Generous holiday calendar to ensure you have time to rest, reflect, and celebrate throughout the year.
• Hybrid work environment that offers flexibility and supports work‑life balance.

*Funded amount is prorated for new hires.

What We’re Proud Of

We’re proud of many milestones, but we’re especially honored by the recognition we’ve received for our workplace experience:

• Certified Great Place to Work
• Fortune Best Medium Workplaces and Best Financial Services & Insurance Workplaces