Business Operations and Fund Analyst

Job Title

Job Description Summary

Job Description

• Operational and finance administration
• Supplier and client interactions
• Compliance administration
• Business process support

• Manage and process the Purchase Order Management (POM) control system:
  Oversee the end-to-end workflow for purchase orders, ensuring all requests are logged, tracked, and processed in accordance with company policy.
• Goods receipting and purchase order approvals:
  Ensure timely and accurate goods receipting, approve purchase orders, and maintain a fully compliant audit trail of all administrative procedures.
• Produce POM exception reports and provide analysis/recommendations:
  Regularly generate exception reports, analyze discrepancies, and make recommendations to ensure departmental compliance and process improvement.
• Coordinate new supplier set-up:
  Act as the key contact for onboarding new suppliers, ensuring all necessary compliance and due diligence checks are completed before activation.
• Key point of contact for team, suppliers, and accounts teams:
  Serve as the main liaison for queries and issues related to purchase orders, supplier management, and accounts payable processes.
• Super user for POM, PM&A, and third-party supplier vetting systems:
  Maintain expert-level knowledge of relevant systems, provide training and support to colleagues, and participate in testing and implementation of system changes as required.

• Coding Expertise:
  Serve as the subject matter expert for coding transactions by location and country, ensuring accuracy and compliance with company standards.
• Primary Contact for FSC:
  Act as the first point of contact for the Financial Shared Services Centre (FSC), handling queries and facilitating smooth communication between teams.
• Billing Administration:
  Support the business with administrative tasks related to client billing, including invoice preparation, submission, and debt management follow-up.
• Invoice Monitoring and Processing:
  Maintain and oversee the payment of DTZ Investor invoices, ensuring all supplier invoices are coded, processed, and controlled accurately.
• Staff Training:
  Provide training and guidance to new staff on core business processes, promoting best practices and compliance across the team.

• Collaborate with Internal Teams:
  Work closely with local management, IT, Asset Services, and Facilities Management to gather and provide all necessary documentation and evidence required for client and corporate audits.
• Liaise with Auditors:
  Act as the main point of contact for auditors, ensuring that all requested information is supplied accurately and within required timescales.

• Support AML/KYC Requirements:
  Perform risk-based CDD and KYC reviews for individuals and legal entities.

• Identify and verify beneficial ownership, control structures, and source of funds/wealth.
• Conduct sanctions screening using third-party screening tools and internal systems.
• Review and analyze screening alerts, escalate potential issues, and document decisions.
• Support enhanced due diligence (EDD) for higher-risk clients, including PEPs and high-risk jurisdictions.
• Maintain Accurate Records:
  Ensure comprehensive and accurate record-keeping for key business processes, including Power of Attorney (POA), Investment Committee (IC), Valuation Committee (VC), Self-Certification, and financial promotions, in line with regulatory and company standards.
• Monitor Regulatory Changes:
  Stay informed of relevant regulatory updates and support the implementation of new compliance requirements across the business.
• Support Compliance Training:
  Assist in the delivery of compliance training to team members, helping to promote awareness and adherence to company policies and regulatory obligations.

• Coordinate Onboarding of New Starters and Offboarding of Leavers:
  Work collaboratively with local management, HR, Facilities Management (FM), and IT to ensure the smooth and successful onboarding of new team members and offboarding of leavers, including system access, workspace setup, and induction processes.

• Produce Quarterly Operations Reports:
  Prepare and distribute comprehensive monthly reports summarizing key operational activities, metrics, and outcomes for internal stakeholders.

• Data Management of Key Client Information:
  Ensure accurate management and maintenance of essential client data using Power Applications, supporting business intelligence and operational efficiency.

• Quarterly Data Reconciliation and Reporting:
  Assist with the quarterly reconciliation of property data, ensuring accuracy and timely reporting to fund valuers and other relevant parties.

• Process Improvement
  • Identify and suggest improvements to administrative and operational processes
  • Help implement new tools or systems to enhance team efficiency

• Excellent verbal and written communication skills.
• Exceptional attention to detail and accuracy.
• Highly organised, with the ability to multi-task and manage multiple priorities.
• Consistently delivers work to a high standard, even under pressure.
• Outstanding client service skills and a professional approach.
• Effective time management and ability to meet deadlines.
• Strong team player, able to work collaboratively as well as independently and proactively.
• Willingness to assist colleagues outside of usual responsibilities.
• Enthusiastic about learning and personal development.
• Flexible and open to change, with a positive attitude.
• Discreet and able to handle confidential information appropriately.
• Experience working in the property sector or a professional services firm is an advantage.
• Demonstrable administrative and/or operations experience.
• Clear career development aspirations.

• Good A levels, preferably a graduate degree (finance, business, property, or related field advantageous).
• Strong skillset in Microsoft Office Suite (Word, Excel, Outlook); experience with Power App and enterprise systems beneficial but not essential.
• Ability to use AI tools to drive efficiency is an advantage.

• Project Management
• Office/Facilities Management
• Operations or HR roles
• Surveying