Project Manager - AI

This is a 12 month fixed-term contract

About Waystone

Waystone is a leading asset-servicing solutions provider of institutional governance, administration, risk and compliance services to financial institutions. With over 25 years’ experience and a comprehensive range of specialist services to its name, Waystone helps our clients structure, operate and grow through our expertise, innovation and digitisation, backed by the operational scale to support global expansion.

Summary

This maternity leave cover role focuses on AI-enabled automation, process improvement and day-to-day operational management within Global Registration Services (GRS). The Manager will deliver practical improvements that reduce manual work, strengthen controls and improve data quality while supporting service continuity.

The role requires strong process improvement and people management skills rather than deep fund registration expertise. Technical regulatory interpretation and sign-off will remain with the relevant GRS specialists and control functions.

Working with GRS subject-matter experts, the Manager will translate operational needs into controlled, repeatable workflows, coordinate delivery, track deadlines and escalate technical questions to appropriate specialists. AI will support, not replace, professional judgement and required review.

Essential Duties and Responsibilities

• Improve registration and notification preparation through standard templates, checklists and approved AI or automation tools.
• Streamline fund document collation, completeness checks and data extraction, validating outputs against source documents.
• Support template-based correspondence and AI-assisted drafting, ensuring technical content is verified and approved by GRS specialists before submission.
• Coordinate submission workflows, task allocation and evidence capture, with filing requirements and technical approvals owned by GRS specialists.
• Support ongoing registration maintenance through clearly assigned workflows and agreed timelines, including tracking document and financial report submissions and coordinating changes and notifications once requirements and approvals have been confirmed.
• Develop KPIs and management reporting covering service delivery and automation outcomes, including time saved, turnaround times, data quality, exceptions and adoption.
• Maintain accurate Salesforce records for fund marketing registrations and private placements across the Waystone Group, improving data standards, validation and reporting with system owners.
• Coordinate quarterly board reporting using validated operational data and status updates, with compliance assessments reviewed by appropriate specialists.
• Coordinate timely responses to client queries, handling operational updates and referring technical questions to GRS specialists. Develop approved knowledge resources and reusable responses.
• Own a prioritised improvement backlog for the cover period, translating needs into requirements and coordinating pilots, user acceptance testing, approvals and rollout with technology and control functions.
• Use only approved AI tools and permitted data, ensuring appropriate access, confidentiality and retention safeguards. Establish human review, audit trails, exception handling and fallback procedures before deployment.
• Ensure activity is recorded in Salesforce and assess opportunities for automated capture and reminders while maintaining accountability and data accuracy.
• Train team members in improved workflows and responsible use of approved AI tools, including output validation and escalation. Coordinate technical registration training with GRS specialists.
• Complete incoming and outgoing handovers covering client portfolios, filings, deadlines, team priorities, automation designs, controls, test evidence, procedures, ownership and outstanding improvements.

Requirements

Education

• Third-level degree, preferably in business, technology, operations or a related discipline.

Experience and Skills

• 4 to 5 years' experience in operations, process improvement, business analysis or change delivery, preferably within financial services or another regulated environment. Fund registration knowledge is beneficial but not essential, as the role works alongside GRS subject-matter experts.
• Hands-on experience using AI-assisted tools or workflow automation within business processes, including assessing suitability, validating outputs and recognising limitations.
• Experience mapping processes, defining business requirements, coordinating testing and implementing controlled change, with evidence of measurable improvements.
• Excellent written and verbal communication skills in English.
• Strong attention to detail and analytical skills, including checking source data, investigating exceptions and validating automated outputs.
• Excellent organisational skills, with the ability to manage multiple priorities while maintaining accuracy.
• High standards of integrity and client service, with sound judgement regarding confidentiality, data protection, human oversight and escalation when using AI or automation.
• Ability to learn unfamiliar processes quickly, work within established controls and recognise when specialist regulatory input is required.
• Self-motivated and confident.
• Strong Salesforce or similar CRM, Excel and PowerPoint skills, with practical familiarity with automation, reporting or AI productivity tools.