Management Company Operations Specialist

Overview

This role is a full-time Management Company Operations Specialist supporting the management company finance team across recurring intercompany settlement, portfolio company billing, and accounts payable processes. The position executes these activities 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.

Responsibilities

• Monitor intercompany balances between the management company and the funds, identifying amounts due and preparing supporting detail behind each balance
• Prepare and issue intercompany invoices and facilitate settlement through to cash movement, on a quarterly cycle or as directed
• Own intercompany and receivable accounts on the management company balance sheet, ensuring each balance is supported, current, and explainable at any point in the quarter
• Maintain schedules that trace every invoiced balance to 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
• Drive outstanding accounts receivable balances down quarter over quarter and prevent unbilled activity from accumulating
• Reconcile billed amounts to 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

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, including 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

Compensation & Benefits

• Salary range (base): $130,000 - $180,000 per year
  • Base salary only; actual pay depends on qualifications, experience, and skills.
• 90% covered medical, dental, and vision insurance premiums
• Fully funded Health Savings Account (HSA) employer contributions up to the IRS maximum for employees enrolled in a high-deductible health plan (funded amount is prorated for new hires)
• 401(k) employer match at 100% of contributions up to 5% of compensation, with immediate vesting
• Flexible paid time off
• Generous holiday calendar
• Hybrid work environment with flexibility to support work-life balance

Location

• Open location, with a preference for candidates in Boston or elsewhere on the East Coast
• Availability during U.S. Eastern business hours is required