It’s never been a more exciting time to join Vistra.

At Vistra our purpose is progress. We believe that our clients have the power to change the world and to do great things for global progress, and we exist to remove the friction that comes from the complexity of global business – to help our clients achieve progress without friction.

But progress only happens when people come together and take action. And we’re absolutely committed to building a culture where our people can do just that.  

We have an exciting opportunity for you to join our team as Onboarding Manager - Funds. This full-time and permanent position reports to the Head of Funds Onboarding US EME and is based in Luxembourg.

 
Purpose of Role:

Sitting within the Customer Onboarding & Acceptance group, the Onboarding Manager is responsible for onboarding Fund clients to Vistra across key markets, overseeing the end-to-end process of fund setup with a focus on KYC/client acceptance.
The role manages the complete client onboarding experience - from onboarding the fund manager and overseeing legal contracting, through to the setup and maintenance of the client master database. Working closely with internal teams across KYC, Legal, Implementation, and Operations, the Manager ensures funds are established across multiple jurisdictions in a timely and compliant manner.
The Manager serves as a subject matter expert for the department, supporting the Commercial team in closing new business. The successful candidate will drive the growth of the Funds Onboarding division while maintaining Vistra's high standards of client service and operational efficiency.

Key Responsibilities:

Client Onboarding and Relationship Management: 

• Oversee the end-to-end client onboarding process for fund structures, ensuring a smooth transition to Vistra's operational platform.
• Coordinate the collection of client documentation and requirements to facilitate KYC/AML review and fund establishment.
• Educate clients on the onboarding process, setting clear expectations from the outset.
• Build strong relationships with key stakeholders, including clients, funds commercial teams, and service delivery teams.
• Act as the primary liaison between clients and interdepartmental teams (Legal, KYC, Service Activation), effectively communicating expectations and deadlines.

Project Management and Communication:

• Plan, direct, and coordinate activities to ensure project goals are accomplished within defined scope and on time.
• Create and execute project work plans, revising as appropriate to meet changing needs and requirements.
• Identify and schedule project deliverables, milestones, required tasks and assign responsibilities.
• Facilitate interdepartmental and client meetings, including Client Kick-Off Calls and Service Delivery Handover Calls.
• Hold regular status meetings and communicate relevant project information to clients, project teams, and the executive team.
• Resolve and/or escalate onboarding issues promptly.

Operational Excellence:

• Ensure compliance with all relevant local and international regulations, including AML/KYC, FATCA, CRS, and other fund-specific obligations.
• Partner with compliance teams to manage regulatory changes and update team policies and procedures accordingly.
• Optimise workflows and leverage technology and automation to improve efficiency and reduce manual effort.
• Identify and lead process improvement initiatives across the department.
• Represent the department in strategic initiatives, interdepartmental forums, and ad-hoc projects, serving as a proxy for the Head of Department as needed.
• Supporting Business Development and Growth:
• Actively participate in Commercial pipeline calls, serving as the "voice of Onboarding" and providing subject matter expertise in prospect calls and client pitches.
• Provide materials such as timelines and process overviews to the Commercial team to support closing new business.
• Identify opportunities for cross-selling and upselling additional Vistra services during the onboarding process.

Training and Development:

• Train and onboard new team members, including GSC colleagues, on onboarding processes, systems, and best practices.
• Create and maintain training materials and documentation to ensure consistency and knowledge sharing across the department.
• Foster a culture of continuous learning and professional development within the onboarding function.
• Stay current on industry trends and regulatory developments to ensure the team's knowledge remains up to date.
   

Attributes and Technical Skills:

• Strong organisational and communication skills with adaptability and flexibility in a fast-paced environment.
• Excellent presentation skills with the ability to present strategies and technical information in a manner that establishes rapport, persuades others, and gains understanding.
• High attention to detail with excellent analytical, conceptual, and problem-solving skills.
• Strong understanding of fund structures, including private equity and real estate.
• In-depth knowledge of AML/KYC, regulatory requirements, and industry standards for funds.

Relevant Experience:

• 7+ years of experience in fund administration or fund services, with deep knowledge of private equity and real estate investment structures and fund types.
• 3+ years working in fund onboarding or client acceptance, including experience implementing or managing KYC processes, systems, and onboarding management tools.

Education and Professional Qualifications:

• Bachelor’s degree in Finance, Business Administration, or a related field; advanced degree or certifications preferred. 
• Proficiency in MS Office Suite 

 
If you are excited about working with us, we encourage you to apply or have a confidential chat with one of our Talent Acquisition team members. Our goal is to make this a great place to work where all our people can thrive. We hope you join us on this exciting journey!