Overview
Portfolia is seeking an Administrative Coordinator to maintain back office operations as well as customer service. Portfolia is the world's most powerful investing community of women. With over 2,000 members in 18 countries and 46 states, Portfolia is directing over $70M AUM across 26 funds/SPVs, which have made over 150+ investments in Pre-Seed to Pre-IPO companies. Portfolia venture funds aggregate assets for change, using experience, knowledge, and influence to advance innovations. www.portfolia.com
We are seeking a smart, organized, detail-oriented self-starter, ready to join a fast-paced women-oriented environment with phenomenal growth potential. The ideal candidate will have proven operations experience in rigorous financial, regulatory or legal environments and a deep understanding of back-office systems and technology, including integration and automation. Successful candidates will bring all or most of the following skills and attributes to this position: a commitment to teamwork; have an exceptional ability to stay organized, manage their time effectively, and juggle several priorities that may change quickly; and finally possess a keen attention to detail. This position requires creativity and flexibility due to the fast-paced nature and mission of our organization.
This is a remote position, however we are seeking candidates in the San Francisco Bay area for 5 days per month in-office; some travel required.
Responsibilities
Fund Operations
● Entity maintenance including: maintain registration paperwork, tax payments and coordination of annual filings; maintain updated investor files, and manage address and entity changes, in CRM and to accountants; assist with year-end company reporting information and coordination with the CFO for fund taxes, fund reporting, and changes to investor information.
● Contract coordination/bookkeeping including: update and manage e-signature documents in PandaDoc and Hubspot; manage A/R and reconcile member payments and bank records; process investment wires; coordinate fund distributions with CFO.
Corporate Administration
● Corporate administration including: coordinate vendors, filings, contracts; manage corporate mail and physical office/mailing location; implement new systems and technologies to improve operating efficiency and template internal processes and communications; ensure file organization and document management systems.
● HR & Payroll administration including: onboard/off-board employees through TriNet (HR mgmt platform); manage state business registrations and employer tax registrations.
Customer & Investor Interaction
● Customer administration (managing K-1s, investment information, other as needed).
● Provide white-glove timely customer service such as communicating with existing investors, answering questions from prospective investors around operations and process, providing investment data and other items as needed to existing investors.
● General investor Q&A with the ability to think critically and independently; synchronize systems and inbounds to respond thoughtfully to time-sensitive matters.
Qualifications
● 5+ years of experience in similar positions; experience with venture capital, financial services and / or legal operations a plus.
● Undergrad degree, preferably in a business field.
●Proficiency on Excel, GSuite, Box, Zoom, Slack, Hubspot, Docusign/PandaDoc and a proven ability to ramp quickly to multiple internal tools.
●Understanding of back-office operations and systems including integration and automation, with the ability to prioritize and manage multiple projects simultaneously.
● Resourceful team player with a positive attitude who can work independently in a fast-paced environment and handle confidential information with discretion.
● A quick learner, able to analyze, trouble shoot, and interpret data and develop logical solutions with a bias toward action.
●Keen attention to detail, must have the ability to pay close attention to all aspects of a task, regardless of how small they may be.
● Superior written and oral business communications skills, with the ability to comfortably and professionally interact with colleagues at all levels.
Join us as we strive for excellence in our finance and fund operations while providing valuable insights that drive our business forward.
Job Types: Full-time, Contract
Pay: $50,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
Experience:
- finance related operations: 3 years (Required)
- HubSpot: 1 year (Preferred)
- Google Suite: 3 years (Preferred)
Work Location: Remote
