We are excited to be partnering with a leading wealth management firm to find a dedicated Client Service Administrator. In this role, you’ll play an essential part in ensuring seamless client interactions and supporting our wealth management team by handling various administrative and service-oriented tasks. Here’s what you’ll be doing:
Key Responsibilities
Client Service:
* Respond to incoming client inquiries, working closely with the Operations Manager to provide accurate, timely responses.
* Address general client queries, manage related administration, and support client needs.
* Prepare meeting packs for the Business Owner, ensuring alignment with the client service proposition.
* Contact providers to obtain up-to-date valuations, contributions, and withdrawal data for meeting packs, and manage relevant calculations.
* Update the CFR and CRM systems with client information, status changes, and meeting details, ensuring all records are current.
* Process transactions such as switches and withdrawals, managing follow-up communications.
* Coordinate with the Administration Centre for client policy details when required.
* Manage address changes via the My Practice system and update the CRM.
* Assist clients in registering for Online Services and support the Operations Manager as needed.
* Complete application forms, Trust paperwork, Deeds of Assignment, and APTs.
* Collaborate with the Paraplanner to ensure all client ID and AML documentation is current.
* Maintain accurate prospect and client records within the Prospect Manager system to keep all accounts secure.
* Keep clients updated on critical stages of their investments, liaising with both the Paraplanner and Operations Manager.
* Handle basic client inquiries via the internal system.
Business Processing:
* Issue letters of authority, monitor timelines, and ensure full completion for the Paraplanner’s CYC calculations.
* Update CFR with accurate valuations and information from ceding providers.
* Prepare handover information for Paraplanners to facilitate report writing.
* Coordinate with Paraplanners on report timelines and ensure timely submission of compliance documents.
* Prepare and submit EBS applications and manage document storage.
* Create illustrations, advice sets, and upload necessary documents to I-Business.
* Draft simple suitability letters for top-ups and issue signed reports to clients.
* Track pipeline cases to ensure they are completed and issued.
Team Collaboration:
* Regularly update WIP (Work in Progress) alongside the Operations Manager and Paraplanner to ensure business processing aligns with service standards.
* Prepare for and participate in WIP meetings to discuss workload and priorities.
* Handle incoming post and manage actions via a task management system, logging call details as needed.
* Participate in daily team sessions to coordinate tasks and priorities.
* Take part in telephone duty rota during lunch breaks or team absences.
* Conduct general administrative tasks, including scanning, filing, and e-filing.
Practice Standards:
* Collaborate closely with the Operations Manager and Paraplanner to ensure efficient administration processes.
* Maintain adherence to service level standards and company guidelines.
* Support team members with urgent tasks as required, prioritizing workload effectively.
* Practice a "clear desk" policy and ensure the secure shredding of confidential information.
* Handle incoming calls professionally and in line with GDPR standards.
* Attend relevant training courses to support professional growth.
Personal Attributes:
* Professional and well-presented, with a background in financial services and customer service.
* Basic understanding of financial products, with strong organizational skills.
* Excellent communicator, both written and verbal, with great attention to detail.
* Proactive and able to work independently within a fast-paced environment.
* Flexible and adaptive to changing priorities, comfortable working as part of a small team.
* Long-term commitment to the role and familiarity with Office products; CRM experience is a plus.
* Willing to pursue PSS accreditation.
If you’re ready to make a meaningful impact in wealth management, this role provides an excellent opportunity to leverage your skills within a dynamic team environment.