Fund Administration / Transfer Agent Solutions

All the functions you expect from an SEC registered and SOC 1, Type II compliant transfer agent are only the beginning at Phoenix American. Our revolutionary STAR-XMS system redefines the transfer agent system with its versatile web-based relational database managing: sales processing and commissions, distribution processing, tax reporting and processing, proxy services, vendor management, new business sales input and all aspects of investment administration. Leading change in the direct investment industry, the flexible reporting capability of STAR-XMS leverages your investment information for enhanced sales and better decision making. Making the most of the data at your command has never been easier or more powerful than now at Phoenix American.

Fund Administration and Transfer Agent Services

For Alternative Investment Funds

Over four decades of experience administering millions of investments for hundreds of funds have earned Phoenix American a reputation for excellence in direct investment services. An SEC registered transfer agent, the company has developed advanced systems and precision operational support services to free fund managers to focus on the functions that drive their success.

Phoenix American provides industry leading transfer agent, shareholder record keeping, fund accounting and tax preparation as well as sales and marketing reporting services to companies that manage any variety of non-traded investment program:

  • Hedge Funds

  • Private Equity Funds

  • Business Development Companies

  • Real Estate Syndication

  • Non-traded REITs

  • Regulation D Offerings

  • Fixed Income Funds

  • Commodity Pool Operators

  • Asset-backed Securities

  • Equipment Leasing Funds

  • Oil & Gas Funds


Full Service Investor Administration 

  • The STAR-XMS transfer agent/investor administration system

  • Custodian Platform Feeds - AIP, NFS, Schwab, Pershing, LPL

  • New Business Processing

  • Bank Account Management

  • Electronic Document Management

  • Database & File Management

  • Electronic & Physical Data Storage

  • Confirmation Letters

  • Investor/Rep Access to Records Through Customized Web Portal

  • Printing and Fulfillment - checks, statements, prospectus, marketing and investor communications


  • Dedicated Call Center

  • Experienced STA Trained Staff

  • Headquarters-based Customer Service

  • Email Alerts & Communications

  • Distributions

  • Redemptions

  • TransfersAccount Summary

  • Commission Calculation

  • Proxy Processing

  • Tax Reporting

  • Tax Services - 1099/K-1 Processing

  • Comprehensive Sales & Marketing

  • Reporting

  • Escheatment

  • OFAC Compliance

Phoenix American offers the STAR-XMS transfer agent system, transforming what clients expect and what they will derive from their transfer agent experience. And with SalesStrike, our clients realize the full marketing potential of their investment information with a powerful set of reporting tools fully integrated with their transfer agent system.

Services Customized to Your Needs

Phoenix is here to address whatever operational issues your fund may face. If you simply need a more efficient and versatile system for managing your investor database, STAR-XMS can be hosted for your internal operational use. Whatever other back office or tax/accounting pain points you experience, we can tailor a custom solution to ease your burden and maximize your efficiency up to and including full service back office outsourcing by our professional in-house staff.


The Transfer Agent System For Alternative Investments

Working from over 40 years of experience as an investment fund sponsor, Phoenix American designed and built the most advanced shareholder management / transfer agent system specially tailored for the needs of alternative investment funds.

  • Web-Based for Easy Accessibility

  • Controls to Minimize Errors

  • Scalable and Accurate Processing

  • Daily NAV Processing

  • Commissions

  • Distributions

  • Transfers

  • Sales & Marketing Reporting

  • Business Analytics

  • Blue Sky Tracking

  • Bank Account Reconciliations

  • State-of-the-Art Data Security

  • Mobile Tablet Computer Accessibility

  • AIP Platform Integrated

  • Custom Investor/Advisor Web Portal Integrated

The system’s suite of applications maximizes fund operations efficiency. Beyond shareholder management, STAR-XMS integrates with in-house Fund Accounting, Tax Services, 1099/K-1 preparation, Printing & Mailing, SalesStrike enhanced sales reporting and Account Connect web portal access for investors and advisors.


Account Connect

The STAR System Web Portal

Your customized STAR Web Portal delivers the fast, versatile interactive access to data demanded by today's information-driven society. Sponsors, advisors and investors have dynamic web-enabled access to the information they need with a secure interface. For maximum security, efficiency and ease-of-use, the STAR Web Portal is tailored to the needs and expectations of each class of user.


Administration Services for General Solicitation Funds 

506(c) and Regulation A+

With the implementation of the JOBS Act, fund companies are seizing a new opportunity to reach investors and raise money more efficiently than ever before with funds formed under SEC rule 506(c) and Regulation A+. But with strict and still changing regulations, it is essential for fund companies engaged in general solicitation to separate their in-house operations from the roles of accreditation, record keeping and compliance. The accredited investor requirements of rule 506(c) and the auditing requirements of Regulation A+ make compliant procedure and administration of new investments of paramount importance. The task of processing and admitting new investors obtained through general advertising can be a far greater operational challenge than sponsors expect. To perform this task efficiently, and with the necessary compliance, takes experience and proven procedures. Phoenix American has helped to blaze this trail, and offers front-office and back-office outsourcing solutions tailored to the special needs of funds engaged in general solicitation of investors.

  • Investor Prospect Call Center

  • Printing and Fulfillment of Sales Materials

  • Accreditation Services for Individuals and Institutions

  • Investor Document Review and Follow Up

  • New Investment Processing in STAR-XMS

  • Coordination with Advertising Entities

  • Investor Updates via Mail, Email, or Customized Web Portal

  • Transfer Agent Services featuring the STAR-XMS Transfer Agent System

Industry knowledge, the right technology, attention to detail and dedicated customer service are critical to effectively managing the respondents to sponsor advertising, verifying their accreditation and suitability and processing them as new investors. Phoenix American has served some of the very first funds to emerge from the new regulations and has contributed greatly to their success.

Investor Accreditation Services

Ensuring that investors are accredited and suitable to participate in alternative investment funds has never been more important. With the recent changes in regulation enabling general solicitation, regulators are enforcing suitability of investors like never before. Phoenix American provides accreditation services in strict compliance with SEC rule 501 establishing qualification by annual income or net worth. Employing a comprehensive combination of automated and manual systems, submitted documentation and direct investor relations, Phoenix American establishes and verifies the qualification of each investor. A Phoenix American Accredited Investor Certificate, with attorney signature, is then issued that is valid for use with any alternative investment for the duration of its 90-day validity under federal law.

The STAR-XMS system includes an accreditation module for clients where the accredited investor information for a fund is available and searchable along with all supporting documentation. This information is easily accessible for audit support and to streamline the process of re-accrediting investors for future programs.

For more information on Phoenix American Transfer Agent and Back Office Outsourcing Services,
contact Tony Olivo at (415) 223-1710.


Special Purpose Vehicle (SPV) Administration

For crowdfunding platform operators, Phoenix American offers a complete back office solution utilizing the STAR-XMS system for the administration of special purpose vehicles. Automated new business entry, distributions, transfers, accounting and K-1 processing are available in a package tailored to the needs of your offering. Phoenix American back office solutions for crowdfunding portals streamline operational efficiency while remaining invisible to the investor.

Proxy Services

Proxy season is a breeze with Phoenix American's fully integrated proxy services. We provide end-to-end proxy preparation, delivery and tabulation services all performed in our secure headquarters facility.

  • Onsite proxy ballot printing and mailing

  • Email proxy solicitation in conjunction with mailing

  • Follow up solicitation by mail, email and personal phone call by our professional phone associates

  • SOC-1 audited procedures

  • Voting options:
    - Mail - return via business reply envelope
    - Phone - dedicated 800 investor number
    - Online Voting - via your customized secure web portal