Fund Admin

About Sanabil Studio

Sanabil Studio is a dynamic venture builder that merges industry expertise, cutting-edge technology, and startup innovation to transform visionary ideas into thriving businesses. We specialize in taking concepts from inception to launch, and once a venture demonstrates its viability, we provide seed funding and hands-on support to accelerate its growth. As our portfolio expands and new ventures progress toward investment readiness, the need for robust fund operations becomes increasingly critical. We are seeking a meticulous and proactive Fund Administration Manager to oversee the operational and administrative backbone of our investment activities, ensuring all entities, documentation, and stakeholder interactions are meticulously tracked, compliant, and audit-ready.

Your Role and Responsibilities

This position is not about making strategic decisions but about ensuring flawless execution, follow-up, and maintaining the integrity of all records. You will serve as the central control point across all fund operations, guaranteeing full execution, tracking, and documentation in alignment with instructions and Limited Partnership Agreement (LPA) requirements.

Key responsibilities include:

• Fund Operations Oversight: Manage day-to-day fund operations across all entities, acting as the primary coordinator between our fund administrator (Apex), General Partner (GP, Maples), legal counsel, and auditors.
• Instruction Execution and Tracking: Execute and monitor all instructions across stakeholders, proactively following up to ensure completion, escalating delays, and maintaining real-time status tracking for all ongoing matters.
• Capital Call Coordination: Oversee capital calls from end to end—review administrator calculations against the LPA, maintain a live cash tracker, and ensure every step is fully documented with a clear audit trail.
• Expense Management: Track all fund expenses against LPA limits and budgets, validate invoices before payment, flag non-compliant costs, and maintain a real-time cost tracker.
• Entity Governance and Compliance: Ensure all entities remain in good standing and are properly governed by coordinating board and shareholder resolutions, director appointments and removals, and verifying that required roles are always filled—with full follow-up until completion (control, not decision-making).
• Portfolio Company Support: Assist portfolio companies with CR issuance and renewals (KSA), director changes, Powers of Attorney, and bank account setup by collaborating with legal counsel, service providers, and relevant authorities to prevent operational bottlenecks.
• Record Maintenance: Maintain centralized, audit-ready records for the fund, all entities, and portfolio companies, including KYC and identity documentation, ensuring no critical records depend on third parties.
• Communication and Approval Logging: Log and store all communications, approvals, and instructions across administrators, legal teams, auditors, and service providers to ensure full traceability and audit readiness at all times.
• Audit Coordination: Lead the audit process by ensuring all data, documents, and reporting are prepared and available when required.
• Process Improvement: Develop and maintain structured tracking systems for tasks, documents, and approvals, continuously enhancing operational discipline as the fund scales.

Your Profile and Qualifications

We are looking for a candidate with the following background and skills:

• Experience: 5-10+ years in fund operations, fund administration, venture capital, or private equity, with a strong understanding of fund mechanics such as capital calls, fund structures, LPA compliance, and investor reporting.
• Organizational Skills: Exceptional attention to detail and organizational discipline to manage complex multi-entity documentation without overlooking critical details.
• Stakeholder Management: Proven ability to follow up systematically and manage stakeholders across multiple jurisdictions, including auditors, legal teams, service providers, and internal teams.
• Structural Mindset: A knack for building and maintaining structured systems where none exist, ensuring operational excellence as the fund grows.
• Bonus Qualifications: Prior experience working with institutional fund administrators (e.g., Apex, Citco, Aztec) or GP management firms (e.g., Maples). Familiarity with KSA regulatory requirements, entity governance, or MENA fund structures is a plus.

Work Environment and Culture

This role offers a challenging and rewarding opportunity to work in a fast-paced, innovative environment where precision and execution are paramount. You will operate across a multi-entity structure spanning multiple jurisdictions and stakeholders, all coordinated through your efforts. While your mandate is focused on execution and control rather than decision-making, your contributions will be instrumental in ensuring the smooth and compliant operation of our investment activities.