Management Company Operations Specialist
About The Position
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. 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.
Requirements
- 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
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
Benefits
- 90% covered medical, dental, and vision insurance premiums
- Fully funded Health Savings Account (HSA) employer contributions up to the IRS maximum
- 401(k) employer match at 100% of your contributions up to 5% of compensation, with immediate vesting
- Flexible paid time off
- Generous holiday calendar
- Hybrid work environment
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
