Client Services Executive

Location: Edinburgh City - Hybrid - 1 day from home

Salary range: £28 - 35K + Bonus & benefits

My Private Wealth Management client is seeking a Client Services Executive ("CSE") to join their Portfolio Management Team in Edinburgh. The firm was founded on a fundamentally different philosophy from other wealth managers: being prepared to go above and beyond. The CSE will play a pivotal role in ensuring the highest standard of service delivery for our clients, whilst supporting the operational efficiency of our front-office, client-facing teams. The CSE role is expected to deliver an excellent, consistent client service by working closely and cohesively with the wider firm's business, ensuring accurate, timely and proactive support for clients. The role supports the front-office function across the business. They strive for client service excellence, achieved through regular and proactive communication, effective coordination of activities across business needs, and prompt resolution of client queries.

Responsibilities

• Act as a point of contact for clients and intermediaries, responding to queries and telephone calls, taking messages, and accurately recording notes on the client file/system.
• Liaising with clients and intermediaries to take instructions on the portfolio in respect of third-party payments and the receipt of funds.
• Prepare meeting packs and presentation materials to support client meetings.
• Run quarterly client valuations and support client reporting requirements.
• Support client onboarding, including Know Your Client (KYC) checks and suitability processes.
• Coordinate with the Operations team during the transition of new clients to ensure all required information is received and accurately processed.
• Instruct client payments once verification checks have been completed and client identity confirmed.
• Ensure all client documentation is correctly prepared, completed, scanned, and filed in line with regulatory and internal requirements.
• Work closely with Risk & Compliance to ensure all activities carried out by portfolio managers and administration teams are compliant with regulatory guidelines.
• Liaise with the Client Data Assurance team to ensure client data is correctly loaded, maintained, and reviewed for accuracy.
• Provide admin and office cover as and when required, including diary management, general administration support and reception cover.

Required qualification, skills and Behaviours

• A minimum of 3 A’ Levels (Grades A-C).
• CRM system (i.e. Xplan) would be advantageous.
• Organised, diligent, ensuring appropriate customer outcomes are achieved and adequately documented.

Behaviours and Capabilities

• Attention to Detail – Demonstrates a high level of accuracy in day-to-day processing by consistently checking work prior to submission and following agreed procedures, resulting in minimal errors and reduced rework or follow-up actions with clients or advisers.
• Time Management – Effectively prioritises workload by planning tasks in line with agreed deadlines, managing competing demands efficiently, and ensuring work is completed on time, with minimal need for escalation.
• Resilience – Builds resilience by developing role knowledge, proactively seeking clarification when required, and communicating openly with management during periods of increased workload. Demonstrates growing confidence in handling tasks independently, while escalating appropriately when support is needed.
• Leadership and Ownership – Takes ownership of responsibilities by identifying gaps or inefficiencies in processes and proactively raising improvement opportunities with management. Acts as a positive role model for peers, supporting other CSEs and contributing constructively to team and process development.
• Willingness to Learn – Actively takes responsibility for personal development by identifying knowledge gaps, engaging in training and self-study, and asking relevant questions to build capability and confidence in the role.
• Processes and Procedures – Demonstrates confidence and competence in CSE processes and procedures, independently using the system to complete tasks accurately, maintain records, and process updates and amendments in line with required standards, with minimal supervision.
• Proactivity and Client Service – Proactively enhances client service by personalising interactions, capturing and accurately recording key client information, arranging suitability meetings where appropriate, and applying learning from client interactions to support consistent, high-quality client engagement.