Operations Analyst (Digital Transfer Agency) US

About ZILO

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At ZILO™, we’re redefining what’s possible in technology. ZILO™ is the UK-based FinTech specialising in global asset and wealth management software, designed to scale and transform businesses of all types using our own developed AI Technology.

Our mission is to digitalise the future of the global asset management industry. We are a team of experts with decades of combined experience at leading firms globally, who thrive in fast-paced environments and want to shape the future of technology. Every individual plays a key role in driving progress and making a real impact. We continuously strive to innovate and improve.

About the Digital Transfer Agency

ZILO is establishing a digital transfer agency: a regulated transfer agency service for tokenised funds, running on technology ZILO builds itself. The service maintains the register and the legal record of title for funds whose units are issued as tokens, across the United States, Luxembourg, Ireland and the United Kingdom.

This is transfer agency as a regulated service rather than a software product, and the obligations are the same ones a traditional transfer agency carries. The register has to be accurate, complete and able to withstand examination, and the registered entity in each jurisdiction answers to its own regulator for everything done in its name. What differs is that the record is digital-native rather than a mirror of an existing one, so the way the work is performed and evidenced is being built from first principles rather than inherited.

Day-to-day processing is delivered from ZILO’s centralised operations hub in the United Kingdom, serving a registered entity in each jurisdiction. That makes the in-jurisdiction roles genuine oversight roles rather than nominal ones, and it means everyone in the team works to one standard across more than one regulator.

These are founding roles in that service. The processes, controls and evidence standards are being set now, and the people who join will shape them rather than inherit them.

About the Role

This is the in-jurisdiction processing role for the US line completing the processing in conjunction with the UK hub analysts, on US hours, with a bias toward the parts of the day the hub cannot cover.

The role is hands-on from day one. At Day 1 the fund serves institutional investors only, on a single daily NAV, so volumes are modest and the emphasis falls on accuracy, evidence and exception handling rather than on throughput.

Key Responsibilities

• Dealing and Order Processing
• Capture and validate subscription and redemption orders received through the distributing broker-dealer channel, checking completeness, investor eligibility and dealing cut-off.
• Apply forward pricing correctly once NAV is received and validated, and hold orders where the conditions for pricing are not met.
• Prepare and submit mint and burn instructions once order, payment attestation and NAV are all present, operating within maker-checker at every step.
• Manage the escrow and intent lifecycle for orders held pending confirmation, including deferred actions, retries and cut-off roll-forward.
• Handle partial fills, child intents and batched dealing in line with the documented process.
• Investor Lifecycle
• Process institutional investor onboarding tasks in the US, working with the identity and screening provider and with the verifiable credential issuance that forms the compliance boundary.
• Maintain investor static data and the referential linkage between the on-chain record and the off-chain book-entry layer.
• Process transfers, exchanges and account maintenance requests, applying the eligibility checks that the protocol enforces at settlement.
• Reconciliation and Daily Cycle
• Perform the US-hours elements of the daily cycle: start-of-day readiness, queue and exception triage, end-of-day completeness and the daily control checklist.
• Run and evidence the daily three-way reconciliation, investigating breaks and escalating anything that is not a clean timing difference.
• Reconcile mint and burn activity against instructed dealing and against the register.
• Cover and Continuity
• Operate a documented handover with the UK operations hub at each end of the US day, so that an item left open in one location is picked up in the other with its evidence intact.
• Act as named cover for the UK hub analysts on the US line, and rely on them as named cover for this role during planned and unplanned absence, so that no part of the US daily cycle depends on one person being available.
• Maintain maker-checker separation during absence by routing the second pair of eyes to the UK hub rather than suspending the check.
• Escalate to the Head of Operations – US where cover cannot be arranged within the dealing window.
• Evidence and Escalation
• Produce and retain the operational evidence that supports the control set and the recordkeeping rules, on the assumption that every item may be examined.
• Escalate exceptions, suspected errors and control concerns promptly, without waiting for a scheduled review point.
• Identify and report pricing and dealing errors and produce the underlying data. Materiality assessment and the investor compensation decision sit with the Head of Operations – US.
• Regulatory Standards This Role Works To
• Accountability for these obligations rests with ZILO US as the registered transfer agent. This role performs the work that discharges them and produces the evidence that demonstrates it.
• Rule 17Ad-2 – turnaround of items within the prescribed periods.
• Rule 17Ad-10 – posting, the control book and the master securityholder file.
• Rule 17Ad-11 – aged record differences and the reporting that follows from them.
• Rule 17Ad-6 and 17Ad-7 – creation and retention of the records this role produces.
• Rule 17Ad-15 – instruction authentication standards as applied to institutional instructions. Signature guarantee standards become central if the register is extended to individual investors.
• Maker-checker separation as required by the platform control set on every dealing and register-affecting action.

Requirements

• Essential
• Experience in transfer agency, fund administration or investment operations, with hands-on order processing and register maintenance.
• Understanding of a dealing cycle end to end – cut-off, NAV application, settlement and reconciliation – and of why each step exists.
• Reconciliation experience with the discipline to investigate rather than write off a break.
• Accuracy under a daily deadline, and the confidence to stop and escalate rather than process through an exception.
• Comfortable working as part of a distributed team across time zones, with clear handover discipline.
• Clear written English, sufficient to produce records that stand as regulatory evidence.
• Eligible to be fingerprinted and submitted for an FBI criminal history record check through an approved channeler under Rule 17f-2, which is a condition of appointment.
• Desirable
• Exposure to digital assets, tokenised funds or wallet-based investor servicing.
• Money market fund experience, including same-day dealing patterns and yield accrual.
• Experience with institutional investor onboarding and KYC / KYB workflows.
• Familiarity with transfer agency platforms such as Multifonds, GTAS or similar.
• Skills and Attributes
• Ownership – treats the register as their responsibility rather than the system’s.
• Curiosity – willing to understand the tokenised model properly rather than treating it as a black box behind a familiar screen.
• Discipline – follows the process as written, and raises it rather than working around it when the process is wrong.
• Attention to detail – a high standard of accuracy in processing, documentation and control evidence, recognising that errors on a register carry direct investor consequences.
• Adaptability – comfortable in a growth-stage environment where not every process or answer yet exists, and willing to help build what is missing.
• Clear communicator – able to explain operational and regulatory matters plainly to colleagues, auditors, counterparties and regulators.