Client Services Administrator

Role Purpose

As a member of a professional and collaborative client services team, the Client Services Administrator will provide comprehensive administration and support services to an international client base and their underlying structures.

The role will be responsible for administering a defined portfolio, predominantly comprising corporate and investment fund structures, while also providing support across a broader range of structures including trusts, foundations, limited partnerships and other client entities.

The successful candidate will work collaboratively with colleagues across the wider client services team, providing continuity, assistance and cover as required. The role will involve regular interaction with clients, intermediaries, professional advisers and internal stakeholders.

Core Responsibilities

1. Client Portfolio Administration

• Administer a defined portfolio of international client structures, predominantly comprising investment funds and corporate entities.

• Provide administration support across a range of structures, which may include:

  • Investment funds.

  • Corporate and holding structures.

  • Trusts.

  • Foundations.

  • Limited partnerships.

  • Other legal entities and client structures.

• Ensure all administration is completed accurately, efficiently and in accordance with applicable procedures and regulatory requirements.

• Develop a strong understanding of the structures, activities and requirements of assigned clients.

• Maintain appropriate oversight of key deadlines, obligations and deliverables across the portfolio.

2. Client & Stakeholder Relationships

• Establish and maintain effective working relationships with clients, intermediaries, professional advisers and other relevant stakeholders.

• Act as a reliable point of contact for routine administrative matters.

• Communicate professionally and proactively, ensuring queries and requests are addressed in a timely manner.

• Work collaboratively with colleagues to ensure consistent and high-quality client service.

• Support continuity of service across the wider team by providing assistance and cover where required.

3. Team Support & Development

• Provide support to Senior Administrators, Managers and senior client services professionals as required.

• Assist with the day-to-day guidance, training and support of more junior team members where appropriate.

• Share knowledge and experience with colleagues and contribute to a collaborative team environment.

• Assist other members of the client services team and management with portfolio-related or operational tasks as required.

4. Billing & Cash Collection

• Prepare and process billing for the assigned client portfolio.

• Monitor outstanding balances and assist with appropriate debt collection activities.

• Liaise with clients and relevant internal stakeholders regarding billing queries and outstanding amounts.

• Maintain accurate records of billing and collection activity.

5. Financial Statements & Reporting

• Undertake an initial review of financial statements relating to the assigned client portfolio before they are presented for approval and signing.

• Identify discrepancies, missing information or issues requiring further investigation.

• Liaise with relevant internal and external parties to resolve queries and ensure documentation is complete and accurate.

• Assist with the timely completion of financial reporting requirements.

6. Asset Administration

• Assist with the acquisition, monitoring, management and disposal of assets held within client structures.

• Ensure relevant activities are undertaken in accordance with applicable policies, procedures and client requirements.

• Maintain appropriate supporting documentation and records relating to client assets.

• Liaise with relevant advisers, counterparties and stakeholders where required.

7. Client Documentation & Corporate Governance

• Prepare and maintain client documentation, including:

  • Written correspondence.

  • Board minutes and resolutions.

  • Trustee minutes and documentation.

  • Checklists.

  • Registers and schedules.

  • Other administrative and governance documentation.

• Ensure documentation is accurate, appropriately authorised and maintained in accordance with established procedures.

• Support the effective administration of board, trustee and other governance processes.

8. Records & File Management

• Maintain accurate, complete and up-to-date client files.

• Ensure documents are appropriately reviewed, filed and retained in a timely manner.

• Maintain appropriate records in accordance with internal procedures and applicable regulatory requirements.

• Identify and address any gaps or inconsistencies in client documentation.

9. Regulatory & Statutory Compliance

• Assist with the preparation and analysis required for CRS and FATCA reporting.

• Support the preparation and submission of statutory filings and tax returns across relevant jurisdictions.

• Monitor applicable filing requirements and deadlines for assigned client structures.

• Liaise with relevant internal teams and external advisers to obtain information required for regulatory and statutory compliance.

• Review periodic reviews prepared by independent reviewers and assist in resolving any findings or follow-up actions identified.

• Escalate significant compliance or regulatory issues to the appropriate senior team member.

10. Time Recording & Operational Responsibilities

• Record time accurately and promptly against the appropriate client and internal activities.

• Ensure time records are submitted for review and approval in accordance with established procedures.

• Maintain appropriate records of work undertaken and outstanding matters.

• Contribute to process improvements and the efficient delivery of client administration services.

Technical & Professional Qualifications

Candidates should ideally meet one or more of the following criteria:

• Completed CGI, STEP Certificate or an equivalent relevant qualification; or

• Currently progressing through an ICAEW or ACCA accountancy qualification, with evidence of examination progress; or

• Hold a relevant entry-level or functional qualification appropriate to the role.

Experience & Skills

The successful candidate will ideally demonstrate:

• Relevant experience within a corporate services, fiduciary, fund administration, professional services or financial services environment.

• An understanding of corporate, fund or other international client structures.

• Strong organisational and administrative skills.

• Excellent attention to detail and accuracy.

• The ability to manage multiple tasks and deadlines effectively.

• Strong written and verbal communication skills.

• The ability to develop effective working relationships with clients and professional advisers.

• A proactive and solutions-focused approach to client administration.

• The ability to work collaboratively within a team environment.

• A willingness to develop technical knowledge across different types of client structures and jurisdictions.

• An understanding of the importance of confidentiality, regulatory compliance and professional standards.