Fund Operations Administrator

SUMMARY:
The role supports the end-to-end administration of renewable energy assets

POSITION INFO:

Purpose

The Operations Administrator is responsible for ensuring operational accuracy, timely reporting, regulatory compliance, and high-quality client service within the Green Energy Fund. The role supports the end-to-end administration of renewable energy assets, including deal onboarding, treasury processing, monitoring of site performance, arrears management, and fund reporting.

This position plays a critical role in maintaining data integrity, supporting governance processes, and contributing to the efficient functioning of the Alternative Asset Management business unit.

Key Responsibilities

1. Data and Document Management

• Ensure accurate management of client data, financial records, and operational documentation.
• Maintain all client and operational records in line with regulatory requirements and audit standards.
• Ensure documentation is accurate, up to date, and easily accessible.
• Maintain and update the asset register.

2. Client Communication

• Handle client queries via email and telephone in a professional and responsive manner.
• Maintain Fedgroup’s SLA by responding to client queries within 48 hours.
• Maintain positive relationships with clients, partners, and attorneys through clear and effective communication.
• Take ownership of communication within scope of knowledge and escalate where appropriate.

3. Financial Administration & Treasury Support

• Identify and load payments on the treasury sheet.
• Link all payments received to the cashbook.
• Conduct monthly reconciliations.
• Support credit control processes, including issuing invoices, tracking payments, and following up on outstanding balances.
• Assist with income generation tracking for Impact Farming and related products.

4. Deal Origination & Onboarding Support

• Upload credit and construction documentation.
• Attend weekly meetings with EE and provide administrative support.
• Load PP/LTO products upon commissioning.
• Capture site purchases in the system.
• Identify upcoming commissioning dates.
• Flag missed commissioning dates to relevant stakeholders.
• Assist with onboarding of new products or sites into the system.

5. Deal Monitoring & Asset Administration

• Identify and follow up on arrears and late payments on a monthly basis.
• Prepare and manage arrears tracking.
• Load annual tariff updates.
• Conduct monthly PP/LTO statement reviews.
• Identify and escalate data or system issues (e.g., communications, generators, site performance).
• Identify sites that are not reading and follow up accordingly.
• Monitor solar site performance and prepare related reports.

6. Fund Reporting

• Prepare monthly fund reports.
• Prepare monthly arrears reports.
• Prepare and distribute monthly payment and performance reports to internal and external stakeholders.
• Ensure completeness and accuracy of all reporting outputs.

7. Governance, Compliance & Insurance

• Ensure all processes comply with regulatory requirements and internal governance policies.
• Support governance and risk management processes for the fund.
• Coordinate with attorneys and legal teams to ensure timely delivery of required documentation.
• Administer property insurance policies and ensure timely renewals.
• Act as a point of contact for legal and insurance-related queries.

8. Operational Support & Process Improvement

• Contribute to the smooth functioning of team operations through organised record keeping.
• Organise and prioritise tasks effectively to meet deadlines and team objectives.
• Collaborate with the team to identify and implement process improvements.
• Suggest and implement small-scale operational enhancements to improve efficiency.
• Provide administrative support for additional projects and tasks as assigned.

Key Competencies

• Strong attention to detail and data accuracy
• Excellent organisational and time management skills
• Strong communication skills (written and verbal)
• Ability to prioritise and meet deadlines
• High level of professionalism and client service orientation
• Sound understanding of governance and compliance requirements
• Ability to work independently while contributing to a team environment

Minimum Requirements

• Relevant tertiary qualification in Finance, Accounting, Business Administration, or related field
• 2–4 years’ experience in financial administration, fund administration, or asset management
• Experience in renewable energy, property funds, or alternative investments (advantageous)
• Proficiency in Microsoft Excel and financial systems
• Understanding of reconciliations, reporting, and cashbook processes