Office and Team Administrator

About the Job

Ventura Fund Services (“VFS”) is a Fund Administration Firm, specializing in Private Equity funds, Venture Capital funds, Real Estate funds, Credit funds, and Infrastructure funds. Due to growth, VFS is looking for an office & team support administrator to aid with organizational support as well as various tasks and services helping the Senior Management Team and other accountants in its Iselin, New Jersey office. 

Primary Responsibilities Will Include:

• Collaborate with the Senior Management Team (“SMT”) to coordinate necessary support for various business activities across the board ensuring seamless daily operations and meeting clients’ deliverables.
• Help manage day-to-day business activities.
• Manage office and building services for employees.
• Interact with vendors to review orders, adhere to contracts and handle vendor invoices for payment.
• Coordinate with client team managers and SMT for quarterly/periodic client invoicing and monitor payment receipts.
• Help coordinate wire processing for Ventura vendors and/or other payments.
• Manage new employee on-boarding orientation.
• Assist with various companywide project implementations.
• Manage company growth projects such as office moves, tech support and other expansion related developments.
• Liaise with IT and coordinate IT environment and monitor employees’ permissions and access entitlements to folders, applications and operating systems.
• Help coordinate travel plans, conference applications, college career fairs, and other similar meetings.
• Help manage Linked In and website updates.
• Assist Human Resources with various administrative tasks such as recruiting.
• Prepare PowerPoint presentations and other marketing material decks.
• Manage office supply inventory and office equipment maintenance.
• Additional duties as necessary for special ad-hoc projects and events.
• Provide reception and general office support for staff and managing partners.
• Adhere to all internal organizational policies and procedures including filing, organizational structure control, confidentiality of all sensitive & confidential data.
• Market Research: Assist in conducting market research to identify new business opportunities and understand competitive landscapes.
• CRM/Data Management: Maintain and update sales and client contact databases to support business development strategies and activities.
• Support Strategic Planning: Providing administrative support and ensuring follow-up on action items related to business growth
• Help with investor portal postings as needed for various clients.
• Ensure various policies & procedures are being followed including Business Continuity and Disaster Recovery as well as Information Security.

Job Requirements, Skills, Education, Qualifications and Experience:

• Strong interpersonal skills and an effective communicator.
• Time management and project management skills.
• Relevant experience working with a financial services business preferred.
• Advanced with Microsoft Office – Mainly Excel, Word, PowerPoint and Outlook.
• Strong written and verbal communication skills.
• Great attention to detail with the ability to multi-task and complete assigned duties under strict deadlines.
• Must be self-motivated with the ability to work well under pressure individually as well as in a team environment.
• Bachelor's or advanced degree.
• Consistently maintain a positive, helpful, and disciplined attitude and be respectful and professional to co-workers, clients and vendors.

Work Arrangement:

All applicants applying to VFS must be legally authorized to work in the United States.

This role requires a part-time schedule comprised of three (3) full days per week (Monday, Tuesday, Thursday) in the Iselin, NJ office. 

About the Company:

Launched in 2023, Ventura Fund Services is a U.S.-based, management-owned and operated Fund Administrator specializing in fund administration and providing a range of services including accounting, reporting, investor services, and compliance. Our operational solutions are tailored to meet the unique requirements of U.S. fund managers. Ventura’s headquarters are located in Iselin, NJ and other offices are in New York, NY and Los Angeles, CA.

Key Facts:

• Servicing nearly every significant type of investor class and asset class.
• Institutional grade infrastructure and SOC 1, Type 2 certification, ensuring confidence in our processes and operating model.
• Experienced and hands-on management team.