About the Role:
Our Client Services Administrator is the engine room of the practice. You will keep client files accurate and complete, move applications through to completion with pension, investment and protection providers, and make sure our advisers can spend their time with clients rather than on paperwork. For many clients you will be the friendly, reliable voice they hear when they call the office, so warmth and care matter every bit as much as accuracy.
This is a hands-on role for someone who understands how a brokerage operates and can take ownership of cases from initial application through to completion and ongoing servicing. You will have strong overall knowledge of pensions, with a good understanding of the different pension arrangements, contribution options, benefits and associated administration.
The role will initially be based full-time in our Dublin 6 office, followed by hybrid working after an initial period, subject to the needs of the business.
What you will do
Existing Business Administration
– Set up and maintain client records and files in our CRM, keeping every detail accurate and up to date.
– Arrange client review meetings and prepare meeting packs, including valuations, fact finds and documents for signature.
– Handle client queries by phone and email promptly and courteously, passing advice matters to the right adviser.
New business and ongoing servicing
– Complete and submit application forms with providers, chase outstanding requirements and follow each case through to completion.
– Process ongoing instructions such as contribution changes, top ups, withdrawals, fund switches and changes of details, as agreed with the adviser.
– Keep the new business pipeline current so the team always knows where every case stands.
– Reconcile fees and commissions received from providers and flag anything that does not match.
Compliance and record keeping
– Make sure each client file holds everything required under the Central Bank’s Consumer Protection Code, including fact finds, terms of business, signed suitability reports and anti-money laundering identification.
– Support our compliance function with file checks and audits and help keep our processes well documented.
– Handle client information with complete discretion and in line with GDPR.
Running the office
– Manage diaries, post, scanning and general office organisation.
– Help us keep our systems tidy and improve how we work.
What we are looking for:
Essential
– QFA (Qualified Financial Adviser) qualification.
– At least three years’ administration experience within a brokerage or financial advisory firm.
– Real care for detail. You notice when something is missing and you put it right.
– Excellent organisation, with the ability to keep several cases moving at once without anything slipping.
– A clear, friendly manner on the phone and in writing.
– Confidence with Microsoft Office (Word, Excel and Outlook) and comfortable learning new systems.
– Honesty, integrity and the discretion that comes with handling people’s personal and financial affairs.
Desirable
– Experience with Irish provider portals and processes for pensions, investments and protection.
– Experience using Salesforce is a bonus
– Experience using BIS
