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.