Mutual Fund Representative

Russell Tobin; New York (NY); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Healthcare coverage

401(k) retirement savings

Life & disability insurance

Employee discounts

Job summary

Russell Tobin is seeking an organized Operations Specialist for Shareholder Services in New York. The role focuses on mutual fund operations, transfer agency oversight, and investor services within asset management.

The candidate will oversee transfer agent processes, support distribution workflows, and collaborate with fund administration to ensure timely distributions and compliance in a fast-paced environment.

Qualifications

• 5+ years of relevant experience in asset management or financial services.
• Experience supporting mutual fund operations is required.
• Knowledge of Transfer Agency applications; SS&C experience is preferred.
• Series 6 and Series 63 licenses are preferred but not required.

Responsibilities

• Oversee transfer agent processing, call centre operations, and compliance.
• Coordinate fund distributions, capital gains, and dividends with Fund Administration.
• Manage production and mailing of shareholder prospectuses and annual reports.
• Maintain account applications and investor materials; track deadlines using Monday.com.
• Prepare materials for Board of Directors meetings and assist with audits and tax reporting.

Skills

Strong analytical skills

Excellent written/verbal communication

Multi-priority management

Education

Bachelor's degree in Finance, Business or related field

Tools

SS&C

Transfer Agency applications

iCapital/CAIS/Subscribe platforms

Job description

Job Title: Operations Specialist – Shareholder Services/Mutual Fund Representative

Location: New York, NY 10105

Salary Range: $ 90000- $ 120000/Year

Duration: Full-Time Perm Role

Job Summary

The client is seeking an organised and proactive Operations Specialist to join the Shareholder Services team. The ideal candidate will have experience within asset management or financial services, with a strong background in mutual fund operations, transfer agency oversight, and shareholder services.

Key Responsibilities

Transfer Agent & Distribution Oversight

• Oversee and test policies related to transfer agency processing, call centre operations, and compliance.
• Monitor Blue Sky registrations and manage Rule 22c2 market timing reviews.
• Support Transfer Agency enhancements and system applications across all product types.
• Coordinate operational changes with Transfer Agency and distribution partners, ensuring updates and corporate actions submitted through DTCC Mutual Fund Profile Service (MFPS) and Mutual Fund Information Exchange (MFIX) meet required effective dates.
• Coordinate the delivery of periodic fund distributions, annual capital gains, and dividend payments in partnership with Fund Administration.

Administrative & Shareholder Services

• Manage the production and mailing of shareholder prospectuses and annual reports.
• Oversee print vendor relationships and website updates.
• Serve as a resource for Retail, Institutional, and Retirement teams regarding prospectus eligibility, onboarding, and platform distribution inquiries.
• Maintain account applications and investor materials.
• Update internal process workflows and procedure manuals.
• Track projects and critical deadlines using Monday.com.

Reporting & Analysis

• Consolidate and distribute large trade notifications to Portfolio Managers.
• Assist with ICI standardised reporting and tax output reviews.
• Prepare materials for Board of Directors meetings.
• Support audit requests, invoice processing, and recurring monthly and quarterly reporting for internal and external stakeholders.

Required Qualifications

• Bachelor's degree in Finance, Business, or a related field.
• 5+ years of relevant experience in asset management or financial services.
• Experience supporting mutual fund operations is required.
• Knowledge of Transfer Agency applications; SS&C experience is preferred.
• Experience with Interval Funds, BDCs, ETFs, and Irish investment funds (ICAV) is preferred.
• Experience working with wirehouses, Independent Broker Dealers (IBDs), Registered Investment Advisors (RIAs), and platforms such as iCapital, CAIS, or Subscribe is preferred.
• Series 6 and Series 63 licenses are preferred but not required.
• Strong analytical skills with the ability to collect, organize, and analyze complex data.
• Proven experience improving operational processes and implementing workflow enhancements.
• Excellent written, verbal, presentation, and interpersonal communication skills.
• Strong attention to detail with a focus on operational risk management.
• Ability to work independently in a fast-paced environment while managing multiple priorities and deadlines

Benefits Disclosure:

Russell Tobin offers eligible employee’s comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.

Russell Tobin is an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

Russell Tobin is a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including, the California Fair Chance Act and all applicable local Fair Chance ordinances.

Accommodations:

We are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.

Only applicable for San Francisco Candidates:

Under the San Francisco Location in the Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation.