Client Administrator

Bullfinch Recruitment; Douglas; On-site; GBP 26,000 - 34,000; Full time

Job summary

Bullfinch Recruitment is seeking a Client Administrator to support Private Wealth and Corporate clients across jurisdictions from the Isle of Man. You will handle administrative duties, document management, and data entry with accuracy.

The role requires collaboration with international colleagues and flexibility in working hours to align with multiple jurisdictions. Experience in financial services administration is preferred and training opportunities are available.

Qualifications

• Relevant experience in trust, corporate, fiduciary, financial services or professional services administration and operations.
• Experience supporting trust and/or corporate administration within a regulated environment is desirable.
• Strong attention to detail and a methodical approach to checklists, data entry, filing and record maintenance.
• Good organisational and prioritisation skills, with the ability to manage recurring tasks and meet deadlines.

Responsibilities

• Prepare checklists for distributions, payments, dividends, onboarding and entity closures, collating supporting documentation for review and approval.
• Prepare bank account opening documentation.
• Prepare documentation relating to trigger events and routine trust and corporate administration activities.
• Draft emails and letters relating to aged debt follow-ups, requests for registered office questionnaires, economic substance forms and outstanding or expired KYC documentation.
• Provide administrative support for credit notes and related finance matters where required.
• Enter and maintain new and existing client and entity data within administration systems, ensuring records remain accurate and up to date.
• Support pre-review and periodic file reviews by collating documentation, updating records and identifying missing information.
• Maintain electronic client records in accordance with records management policies, procedures and internal guidance.
• Collate and organise documentation for internal and external audit requests.
• Assist with preparing routine and standard-form minutes, ensuring supporting documentation is available for review and approval.
• Assist with confirming, updating and filing relevant client and entity data.
• Monitor assigned operational tasks and promptly elevate delays, discrepancies, missing documentation or potential control issues.
• Support operational projects and process improvements, undertaking other appropriate administrative duties as required.

Skills

Trust administration

Corporate administration

Fiduciary services

Financial services

Data entry & filing

Attention to detail

Organisational skills

Communication skills

International collaboration

Education

Administrative qualification

Tools

Microsoft 365

Document management

Electronic filing

Job description

Client Administrator

About the Role

The Client Administrator will support the delivery of services to Private Wealth and Corporate clients by providing administrative and operational assistance across multiple jurisdictions.

Responsibilities include transaction preparation, maintaining client and entity records, document management, filing and periodic review support. The role will also involve regular coordination with international colleagues to support client-related activities and operational requirements.

Due to the international nature of the role, working hours will be 11:00am-8:00pm to support business operations and collaboration with colleagues across different jurisdictions.

Key Responsibilities

• Prepare checklists for distributions, payments, dividends, onboarding and entity closures, collating supporting documentation for review and approval.
• Prepare bank account opening documentation.
• Prepare documentation relating to trigger events and routine trust and corporate administration activities.
• Draft emails and letters relating to aged debt follow-ups, requests for registered office questionnaires, economic substance forms and outstanding or expired KYC documentation.
• Provide administrative support for credit notes and related finance matters where required.
• Enter and maintain new and existing client and entity data within administration systems, ensuring records remain accurate and up to date.
• Support pre-review and periodic file reviews by collating documentation, updating records and identifying missing information.
• Maintain electronic client records in accordance with records management policies, procedures and internal guidance.
• Collate and organise documentation for internal and external audit requests.
• Assist with preparing routine and standard-form minutes, ensuring supporting documentation is available for review and approval.
• Assist with confirming, updating and filing relevant client and entity data.
• Monitor assigned operational tasks and promptly elevate delays, discrepancies, missing documentation or potential control issues.
• Support operational projects and process improvements, undertaking other appropriate administrative duties as required.

Systems and Technology

Experience with the following systems would be advantageous:

• Client and entity administration systems.
• Electronic document management and filing platforms.
• Microsoft 365, including Outlook, Word, Excel and Teams.

About You

Skills and Experience

• Relevant experience in trust, corporate, fiduciary, financial services or professional services administration and operations.
• Experience supporting trust and/or corporate administration within a regulated or control-focused environment is desirable.
• Strong attention to detail and a methodical approach to checklists, data entry, filing and record maintenance.
• Good organisational and prioritisation skills, with the ability to manage recurring tasks and meet deadlines.
• A flexible and supportive approach, with a willingness to assist colleagues and contribute to the wider team.
• Excellent written and verbal communication skills, with the ability to work effectively with colleagues across international offices.
• Good IT skills and confidence using electronic document management systems and Microsoft 365.
• A dependable and collaborative approach, with a commitment to accuracy, confidentiality, data integrity and continuous improvement.

Qualifications and Development

A relevant administrative, business or financial services qualification is advantageous but not essential.

The successful candidate should demonstrate a willingness to develop their knowledge of trust and corporate administration and undertake relevant training and professional development.

About the Company

Our client is an established international provider of fund, corporate and private wealth services, supporting a diverse range of clients and industries worldwide.

The business focuses on professional service delivery, effective governance, strong client relationships and continuous improvement.

The Location

The role is based in Douglas, Isle of Man, with convenient access to the town centre, local shops, restaurants and other amenities.

The business also places importance on employee wellbeing, community involvement and creating a positive working environment.