Client Relationship Administrator

We are looking for a talented Administrator to join our growing team!

What We Offer

• Starting salary between £28,000 - £32,000 p. a. depending on experience.

Benefits package including income protection, death in service, and private medical insurance. Health cash plan, cycle2work scheme, salary sacrifice car scheme.

• Hybrid working: Work remotely part of the week with a 4pm finish on Fridays.

Professional development support : We’ll cover the costs of relevant training and qualifications you may wish to undertake to further develop your career.

About The Role

This role sits at the centre of the new client journey, supporting Advisers from initial enquiry through to onboarding, advice preparation, and early client relationship management.

Working as part of our New Client Team, you\'ll combine strong administration, client service, and coordination skills to ensure cases progress smoothly, records remain accurate, and clients receive a consistently professional experience.

Citygate FP is a thriving financial planning and wealth management firm committed to delivering exceptional client outcomes.

As an Administrator, you\'ll play a key role in supporting the delivery of high-quality financial planning services, ensuring clients, advisers, and professional connections receive a responsive, accurate, and seamless service throughout the new client journey.

We\'re looking for a professional, personable, and self-motivated individual with a keen eye for detail who can proactively manage their workload, keep colleagues informed of progress, and contribute to a positive client experience.

Previous experience in a similar administrative role would be advantageous, but more important is a willingness to learn, take ownership, and deliver excellent service.

This is an excellent opportunity to develop your career within a growing business, working as part of a supportive and collaborative team.

You will have a real opportunity to grow your career within a close-knit team in a friendly environment.

Key Responsibilities

• Client Administration
• Create, maintain, and update accurate client, lead, and prospect records across back-office systems, including Intelliflo Office and Hub Spot.
• Maintain accurate records of client referrals and introductions.
• Issue, chase, and record client fee agreements, and coordinate fee invoicing and payments with the Operations team.
• Maintain new client process checklists, reviewing them weekly to identify and progress outstanding actions across all new business clients.
• Adviser and Meeting Support
• Prepare, issue, and upload client meeting documentation, fact finds, risk profile questionnaires, meeting notes, and relevant correspondence before and after meetings.
• Proactively manage the end-to-end new client onboarding process, coordinating actions between clients, Advisers, Paraplanners, providers, and internal teams, and keeping stakeholders informed of progress.
• Monitor pending transfers weekly, following up with platforms to confirm progress and any required actions.
• Client Records and Compliance Documentation
• Carry out AML checks, flagging any concerns and maintaining documentation within our back-office system.
• Issue and chase letters of authority, gathering accurate plan information from providers.
• Liaise with product providers to resolve technical queries.
• Review and interpret provider information to complete pension and investment checklists accurately.
• Provider and Internal Coordination
• Provide a friendly and professional first point of contact for clients and enquiries.
• Communicate with investment platforms, product providers, and third parties to obtain information and complete transactions.
• Support the protection paraplanner in progressing protection applications, including chasing GP surgeries for medical information.
• Assist with day-to-day administrative tasks to support the smooth running of the advisory process.
• General Administration
• Handle incoming calls from our clients and providers.
• Open, scan, log, and allocate incoming post.
• Send thank you notes to clients that refer.

The ideal candidate will demonstrate

• Excellent interpersonal and communication skills, both verbally and in written.
• Exceptional attention to detail, with a highly organised, methodical, and disciplined approach to working.
• A proactive, resourceful mindset and the ability to work independently.
• Proficiency in Microsoft Office applications, particularly Word and Excel, with effective diary management skills.
• A positive, team-focused attitude, with a willingness to support colleagues.
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