Onboarding Manager

As an Onboarding Manager, you will play a key role in driving the successful onboarding and migration of venture capital funds onto fundcraft's platform. You will take ownership of end-to-end project management for a portfolio of onboarding mandates - monitoring and coordinating timelines and milestones, and acting as the primary point of contact and escalation point between clients, operations teams, and data migration teams. This role requires a strong understanding of the fund industry and its regulatory environment, a solid grasp of fund accounting fundamentals, and sharp attention to detail to review, reconcile, and validate data migrated from clients' previous administrators. You will play a vital role in setting up funds' static data on the platform, ensuring data conformity and a clean foundation for ongoing fund operations. You will also provide guidance to team members supporting the mandate and contribute to the continuous improvement of the onboarding function’s process and client expericence.

This position is based in Luxembourg and reports directly to the Head of Client Solutions.

Key Responsibilities:

• Own nd-to-end project management of portfoio of VC & private market fund onboarding and migration mandates, from kick-off through to go-live.
• Build, monitor and maintain project plans, tracking timelines, milestones and deliverables across all workstreams.
• Coordinate closely between clients, the operations and the data migration teams to keep migrations on schedule.
• Proactively flag risks, delays or blockers to timelines, and escalate to the Head of Onboarding with recommended actions.
• Act as a trusted point of contact for clients throughout the migration cycle, managing expectations and communications as key milestones.
• Set up and maintain funds' static data on the platform (fund and entity structure, share/interest classes, fee terms, key dates, service providers) ensuring accuracy and conformity with source documentation.
• Support and perform first-level checks and reconciliation of data migrated from the client's previous fund administrator in coordination with other teams.
• Maintain onboarding trackers, status reports and checklists, providing clear visibility to internal stakeholders and clients.
• Prepare and organise onboarding documentation and working papers, ensuring an auditable trail of the migration process.
• Provide day-to-day guidance and quality review to the onboarding team members supporting your mandates, ensuring consistent standards across the team.
• Contribute to the continuous improvement of onboarding processes, templates and checklists.
• Feed onboarding timelines, capacity constraints and lessons learned into commercial discussions on prospective VC & private market fund migrations, in coordination with the Head of Onboarding.

Skills & Behaviours:

• Strong attention to detail, ensuring high accuracy when handling fund and investor data.
• Well organised, with genuine project management instincts - able to track multiple workstreams and deadlines in parallel.
• Quickly learns and adapts to new software, systems and processes.
• Proactive and solution-oriented, comfortable raising issues early rather than letting them surface late.
• Clear communicator, able to coordinate effectively between clients and internal teams (operations, data migration, fund accounting).
• Confident engaging with senior client stakeholders and internal leadership, comfortable representing the onboarding function externally.
• Sound, independent judgement; able to make and stand behind decisions, escalating only where truly necessary.
• Thrives in a collaborative environment, with a focus on shared team goals.
• Flexible and resilient under deadline pressure, typical of a migration project environment.

Requirements

• Bachelor's degree in Finance, Accounting, Business, Law or a related field.
• 3-5 years of experience in fund administration, fund accounting, transfer agency, client onboarding or a related role within the asset management / private capital industry.
• Solid understanding of private capital fund structures (e.g. SCSp, RAIF, SICAV-SCA, AIFMD) and of the venture capital & private market fund lifecycle is expected.
• Familiarity with core fund accounting concepts (NAV, capital accounts, capital calls/distributions, subscriptions) are helpful to support reconciliation work.
• Understanding of alternative fund regulatory frameworks (such as AIFMD or CSSF guidelines) in Luxembourg or other jurisdictions is expected, given the regulatory scrutiny to fund migrations.
• Comfortable working with Excel; exposure to project management or productivity tools (e.g. Notion) is a plus.
• Fluent in English; French and/or German are an advantage.

Benefits

• Join a culture that celebrates creativity and welcomes innovative, disruptive ideas, empowering you to make a real impact.
• Immerse yourself in a fast-paced, diverse workplace where you'll have the chance to collaborate and learn from specialists across various fields, fostering personal and professional growth.
• Embrace automation and seamless tech integration in your workflows, while our platform boosts operations through tech leverage, ensuring you stay ahead of the curve and updated with new technologies.
• Work in a comfortable, ergonomic environment within our spacious, modern offices where you can enjoy daily fresh fruit and coffee!