The Operations Associate will be based in our Boca Raton, Florida office and will work with various groups to support the operational functions of the firm. This position will assist with customer account maintenance, reporting, trade settlement processes and other operational tasks and procedures.

Roles & Responsibilities

Oversee the inception of new accounts and the processing of client requests including facilitating communication between back office and clients, saving electronic documentation, populating the CRM system, populating the OMS with account data including client guidelines/restrictions, and physical paperwork filing.

  • Work closely with trading to electronically provide and communicate daily maintenance trades for execution
    assist the back office in the trade settlement process to ensure timely trade settlement through interaction with brokerage and custodial contacts
  • Handle customer account maintenance including facilitating the posting of deposits and withdrawals and other actions as needed such as account freezes and terminations
  • Run daily and bi-monthly control reports to identify cash and security positions out of line in client accounts and communicate this information to trading and management
  • Review daily back office recon reports and investigate issues as required
  • Assisting the Finance Team in quarterly billing process (e.g. posting fees to the portfolio accounting system, calculating flow fee amounts, uploading client fees to various custodian platforms, and downloading & saving billing packages)
  • Work with the Investment Management teams to secure proxy voting instructions and execute the actual voting in the proxy voting portal
  •  Follow daily, monthly & quarterly operational checklists and procedures; update these documents as required
    Assist with other operational tasks and projects as needed

Preferred Qualifications

  • Bachelor’s degree in business (preferably Finance or Economics)
  • 3.5 GPA or higher
  • 2-5 years relevant work experience, preferably as a trade assistant
  • Excellent communication, analytical, and organizational skills
  • Experience using multiple trade order, portfolio management and administration systems such as Charles River, Omgeo Oasys/CTM, Eagle, ISS Communicator, Vestmark, APl, and/or Archer
  • Experience with trading for accounts in separately managed account (SMA) programs, multiple manager portfolios and unified managed account (UMA) structures, directed brokerage and DVP accounts
  • Experience with domestic and international trade settlement
  • Advanced ability in Excel

Additional Information

  • Full-time Employee
  • Boca Raton, Florida
  • U.S. Permanent Work Authorization (required)
  • Polen Capital is a ROWE (Results-Only Work Environment,) offers competitive health benefits and annual individual training budgets

Instructions for Submitting Applications

Qualified candidates should submit their resume and cover letter to jobs@polencapital.com.