The Senior Operations Associate will be based in our Boca Raton, Florida office and will work to bolster the operational functions of the firm. This role will join a six-person team and report to the Head of Operations; the successful candidate will also work closely with the trading team on daily operations. This role will help establish, maintain, and ensure adherence to industry-leading processes and risk controls. The Senior Operations Associate will also play an important part in partnering with the firm’s outsourced back office provider, Archer.

Roles & Responsibilities

  • Oversee the inception of new accounts, processing of client requests including facilitating communication between back office and clients, saving electronic documentation, 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 with 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 finance, economics, or related field
  • Minimum of 5 years of experience in an investment operations role
  • High standards of personal integrity, attention to detail, and accuracy
  • 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, APL, ServiceNow 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, FL
  • Less than 5% travel required
  • U.S. Permanent Work Authorization (required)
  • Polen Capital is a ROWE (Results-Only Work Environment), offers competitive health benefits, annual individual training budgets, and 12-week paid parental leave

Instructions for Submitting Applications

Qualified candidates should submit their resume and cover letter to [email protected].