Back Office Executive

We are seeking Institutional Back-Office Operations professional with experience in contract note preparation , trade confirmation , STP operations , and trade settlement . Skilled in handling institutional clients, ensuring regulatory compliance, resolving STP exceptions, and maintaining accurate post-trade documentation. Strong in reconciliation, reporting, and coordinating with custodians and dealing desks for smooth trade processing.

Key Responsibilities

1. Trade Confirmation Preparation

• Prepare and send trade confirmation files to each client in their specific format immediately after trade execution
• Validate trade details such as price, quantity, brokerage, taxes, and settlement obligations.

2. Contract Note Preparation

• Generate and verify contract notes for equity and derivatives trades.
• Ensure contract notes are prepared in accordance with SEBI, exchange regulations, and internal policies.
• Validate trade details such as price, quantity, brokerage, taxes, and settlement obligations.
• Coordinate with the dealing desk, middle office, and compliance team for any trade discrepancies.
• Dispatch contract notes to institutional clients within prescribed timelines.
• Maintain digital and physical records of contract notes for audit and compliance purposes.

3. STP (Straight-Through Processing) Operations

• Manage STP for trades executed via STP service providers.
• Monitor STP message flows (Order, Trade, Confirmation, Affirmation).
• Ensure timely trade affirmation by custodians and clients to avoid settlement delays.
• Resolve STP rejections by coordinating with dealers, custodians, and clients.
• Track pending and failed trades and take corrective action.
• Work with IT teams to improve system mapping and reduce manual interventions.

4. Trade & Settlement Operations

• Verify trade files received from the front office and upload them into the back-office system.
• Reconcile trades between front office, exchange, and depository systems daily.
• Manage settlement processes including pay-in/pay-out of securities and funds.
• Liaise with custodians, clearing members, clearing corporations, and depositories.
• Track settlement cycles (T+1/T+2) and ensure compliance with deadlines.
• Handle trade modifications, cancellations, and post-trade adjustments.

5. Client Servicing & Coordination

• Serve as a primary contact point for institutional clients (MFs, PMS, FIIs, Banks).
• Address client queries related to trades, settlements, contract notes, and reconciliations.
• Provide trade confirmation reports, end-of-day files, and settlement status updates.
• Coordinate with internal teams (dealers, compliance, accounts, risk management).

6. Compliance & Reporting

• Ensure compliance with SEBI, exchanges, and internal risk guidelines.
• Support statutory and internal audits by providing contract notes, reconciliations, and STP records.
• Maintain logs of exceptions and implement process improvements.
• Prepare periodic MIS reports on trade volumes, STP success rates, and settlement status.

Key Skills Required

• Strong understanding of capital markets, trade lifecycle, and settlement processes.
• Hands-on experience with back-office systems (e.g., ODIN, Investran, TCS Bancs, or similar).
• Familiarity with STP platforms (NSDL STP, 63 Moons).
• High accuracy, attention to detail, and ability to work under tight settlement timelines.
• Good communication skills for client and internal coordination.