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Process Automation System Integration Alternative Asset Manager

Automating Fund Administration for a $12B Alternative Asset Manager

How we reduced quarterly close time by 60% and eliminated manual reconciliation errors through intelligent workflow automation.

60%
Reduction in Close Time
100%
Error Elimination
$1.2M
Annual Savings
14 Weeks
Time to Value
The Context

A Growing Fund With Growing Pains

A mid-market alternative asset manager with $12B AUM was experiencing significant operational strain. Their fund administration processes—built on spreadsheets and manual workflows over a decade—couldn't keep pace with their growth trajectory.

With plans to launch three new fund vehicles within 18 months, leadership recognized that scaling their existing processes would require proportional headcount increases and introduce unacceptable risk levels.

The Challenge

Manual Processes at Institutional Scale

The fund administration team faced multiple interconnected challenges that compounded each quarter:

  • Data fragmentation: Investor data lived across 7 different systems with no single source of truth, leading to reconciliation nightmares.
  • Manual capital calls: Each capital call required 40+ hours of manual data preparation, validation, and distribution.
  • Error-prone reporting: Quarterly investor statements averaged 3-5 errors per cycle, damaging LP relationships and requiring extensive remediation.
  • Audit exposure: Lack of process documentation and audit trails created compliance risk and extended audit cycles by 30%.
Our Approach

Phased Automation With Built-In Governance

We designed a 14-week engagement structured around quick wins and sustainable change—not a multi-year transformation that would lose momentum.

1
Discovery & Process Mapping Weeks 1-2

Deep-dive into existing workflows, system landscape, and pain points. We interviewed 12 stakeholders and documented 47 discrete process steps across the fund administration lifecycle.

Deliverables

  • Current-state process maps
  • System integration audit
  • Automation opportunity matrix
  • Risk assessment
2
Data Architecture & Integration Weeks 3-6

Built a unified data layer connecting all 7 source systems. Implemented real-time sync with conflict resolution and established the single source of truth the team desperately needed.

Deliverables

  • Integration architecture
  • Data validation rules
  • Sync monitoring dashboard
  • Rollback procedures
3
Workflow Automation Weeks 7-11

Deployed intelligent automation for capital calls, distributions, and investor reporting. Built in human-in-the-loop checkpoints for high-value decisions while automating routine validations.

Deliverables

  • Automated capital call engine
  • Distribution calculator
  • Statement generator
  • Exception handling workflows
4
Governance & Handoff Weeks 12-14

Established operational runbooks, trained internal teams, and implemented monitoring dashboards. Ensured the client could maintain and extend the solution independently.

Deliverables

  • Operations runbook
  • Team training sessions
  • KPI dashboards
  • Escalation procedures
The Results

Measurable Impact, Sustained Value

12 days 5 days
Quarterly close time reduced by 60%
3-5 errors 0 errors
Zero statement errors for 4 consecutive quarters
40+ hours 4 hours
Capital call preparation time reduced 90%
6 FTEs 2 FTEs
Team refocused on strategic investor relations

Synexum didn't just automate our processes—they helped us reimagine how fund administration should work. The team we freed up is now focused on LP relationships instead of spreadsheet reconciliation.

Chief Operating Officer Alternative Asset Manager

Facing Similar Challenges?

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