IFA Administrator in London

We are a team of Chartered Independent Financial Planners, recognised by the Chartered Insurance Institute (CII). Our chartered status reflects our commitment to a client-first approach, ethical practice, and continuous professional development. We provide holistic financial planning — covering wealth management, family protection, retirement planning, and property finance — while integrating ESG principles for clients who value responsible investing. Our financial planning team is growing rapidly, now nearly 50 strong, and we’re proud of the collaborative, values-driven culture we’ve built through organic growth and strategic acquisitions. We’re now looking for IFA Administrators to join our team as Client Services Executives, with a strong background in IFA administration within a financial planning or wealth management business. In this role, you'll play a key role in delivering an exceptional client experience. Working closely with advisers and administrators, you’ll ensure accurate documentation, timely implementation of recommendations, and compliance with FCA regulations. This is an opportunity to be part of a collaborative, fast-growing team where your work directly supports clients in achieving their financial goals.

Key Responsibilities

• Client Service & Administration
• Act as a primary point of contact for clients, ensuring queries are resolved promptly and professionally.
• Prepare documentation and meeting packs for adviser/client appointments, including quotations and illustrations.
• Process new business and related documentation accurately, taking ownership of the full lifecycle of transactions.
• Maintain up-to-date client records within internal systems and produce valuations as required.
• Implement adviser recommendations and handle adviser charge, fee, and commission enquiries.
• Provide general administrative support to ensure high standards of client service.
• Compliance & Quality
• Ensure all activities comply with FCA regulations, Treating Customers Fairly (TCF) principles, and internal policies.
• Support compliance reviews and resolve outstanding file queries.
• Communication & Collaboration
• Build and maintain strong working relationships with advisers, colleagues, and external providers to deliver an efficient service.
• Liaise across departments and offices in a professional manner.
• Operational Support
• Manage incoming enquiries, telephone calls, and meeting arrangements, including room bookings and visitor coordination.
• Maintain electronic filing systems and assist with general office administration.
• Contribute to project work and process improvement initiatives.
• Professional Standards
• Complete mandatory training and engage in ongoing personal development.
• Uphold company values and ensure a positive client experience in all interactions.
• Undertake additional duties as required.

Skills, Knowledge and Expertise

Essential Skills & Competencies

• Excellent communication skills, both written and verbal, with the ability to build strong relationships.
• Proficient in Microsoft Office applications (Word, Excel, Outlook) for accurate documentation and reporting.
• Strong planning, organisational, and prioritisation skills to manage multiple tasks effectively.
• High attention to detail and accuracy in all work.
• Ability to adapt to a fast-paced, changing environment and meet tight deadlines.
• Proactive approach to identifying process improvements and driving efficiencies.
• Strong team player with the ability to work independently and use initiative.
• Customer-focused mindset, ensuring a positive client experience in all interactions.

Experience

• Previous IFA administration experience is essential, typically gained over approximately three years.
• Familiarity with new business processing and mortgage administration (desirable).
• Broad understanding of financial products and providers available on the open market (desirable).