Client Services Administrator (Wealth Management) in City of London

The Client Services Administrator role spans over two key areas of the Operational Support Department; namely Policy Servicing and Client Reviews Administration.

The Policy Servicing Team are responsible for all manner of administrative duties, updating the back-office system and providing support to the Paraplanners and Advisers. The Client Reviews Administrator supports the financial advisory team by coordinating and managing client review processes. The role ensures that client records are up to date, review meetings are scheduled, documentation is prepared accurately, and regulatory requirements are met. This position plays a key part in maintaining strong client relationships and ensuring efficient administrative support within the financial services environment.

Below is an outline of the key duties encompassed within each area that make up the overall role of Client Services Administrator:

• Policy Servicing:
• Achieve a comprehensive understanding of the Policy Servicing process and assist to develop where necessary.
• Ensure that the new leads process is adhered to and all tasks are updated on the back-office system.
• Attaching incoming post to back-office system and updating plan if necessary.
• Respond to postal queries, for example, failure of direct debits, client reviews.
• Ensure the correct threads and tasks are activated in back-office system where appropriate, resultant in the use of correct template processes.
• Receive letters of authority, sending same to the relevant providers and ensuring receipt of all requested information, in writing and completion of checklist.
• Update back-office system accurately and in a timely fashion with Plan information.
• Update back-office system accurately and in a timely fashion relative to Client Fact Finds and client records.
• Ensure all documents/e-mails are attached to back-office system against the correct Plan and under the correct type and sub-type.
• Respond to queries and information requests from the Paraplanners/Advisers and clients.
• Deal with changes of address, bank details, and client terminations in the appropriate way.
• Ensure the tax return process is accurate and fully adhered to.
• Deal with payment queries.
• Deal with changes to Trusts/Nominated Beneficiaries and deal with process following a deceased/terminated client.
• Client Reviews Administration Key Responsibilities:
• Prepare and issue client review documentation, reports, portfolio summaries, and meeting packs.
• Maintain accurate and up-to-date client records within CRM systems.
• Monitor review schedules to ensure annual or periodic reviews are completed on time.
• Liaise with advisers, paraplanners, and clients to gather required information.
• Contact providers to obtain policy information required.
• Process updates to client details, policies, and investment information.
• Ensure all documentation complies with financial regulations and internal procedures.
• Verify the validity of internal compliance documentation.
• Manage incoming client and provider correspondence (email, phone calls, post).
• Track outstanding information and follow up with clients or providers.
• Support general administrative tasks within the financial planning team.

Skills and Experience:

• Previous experience in financial services administration or similar role.
• Familiarity with client review processes within financial planning or wealth management.
• Knowledge of investment products, pensions, or financial planning services.
• Strong organisational and time-management skills.
• Excellent attention to detail and accuracy.
• Good communication and client service skills.
• Ability to manage multiple tasks and deadlines.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and CRM systems.
• Understanding of regulatory requirements in financial services.

Personal Attributes:

• Professional and client focused.
• Highly organised and reliable.
• Proactive with strong problem-solving abilities.
• Able to work both independently and as part of a team.

What’s on Offer:

• Competitive salary package.
• Hybrid working pattern (3 days office-based).
• Supportive and collaborative team environment.
• Ongoing training and professional development opportunities.
• The opportunity to play a key role in delivering outstanding client service within a growing team.
• 4% matched pension contributions.
• Income Protection Cover (terms apply).
• Death-in-Service Cover (terms apply).
• Health Shield Cash Plan.
• Employee Assistance Programmes.
• Cycle to Work Scheme.
• Employee Discounts.
• Company Activities.
• Breakfast/Fruit supplies.
• Discounted Health Tests.
• Optional Influenza vaccination.
• Employee referral programme.