Client Administrator

Searchandselect; Douglas; On-site; GBP 23,000 - 32,000; Full time

Job summary

Searchandselect is seeking a Client Administrator to join their team. You will support Private Wealth and Corporate clients with administrative and operational tasks across jurisdictions, including document management, record maintenance, and coordination with global offices.

Responsibilities include preparing checklists, handling trust/corporate activities, and ensuring accurate data in NAVOne and Laserfiche, with strong attention to detail and excellent communication skills.

Qualifications

• Administrative, business or financial-services qualification is advantageous but not essential.
• Experience in trust, corporate, fiduciary, financial or professional services administration/operations.
• Experience supporting trust and/or corporate administration in a regulated environment is desirable.
• Strong attention to detail with a methodical approach to checklists, data entry, filing and record maintenance.
• Good organisational and prioritisation skills and ability to manage recurring tasks and deadlines.
• Excellent communication skills, both verbal and written, due to ongoing engagement with global offices.

Responsibilities

• Prepare distribution, payment, dividend, onboarding and closure checklists and collate supporting documents.
• Prepare trigger events and routine admin documentation for trust and corporate activities.
• Prepare emails and letters for aged debts, ROQ requests, Economic Substance Forms, and expired KYC requirements.
• Collate and populate client/entity data in NAVOne and maintain records.
• Support pre-review and periodic file reviews by collecting documents and updating records.

Skills

Trust admin

Corporate admin

Data entry

Record maintenance

Microsoft 365

NAVOne

Laserfiche

Communication

Attention to detail

Education

Administrative qualification

Tools

NAVOne

Laserfiche

Microsoft 365

Job description

Our client seeks a Client Administrator to join their team.

Role Profile: You will support the delivery of services to Private Wealth and Corporate clients by providing administrative and operational assistance across jurisdictions. Responsibilities include transaction preparation, maintaining client and entity records, document management, filing, and periodic review support, together with ongoing coordination with global offices to support client-related and operational requirements.

Key Responsibilities:

• Prepare distribution/payment, dividend, onboarding and closure checklists and collate supporting documentation for review and approval.
• Prepare trigger events and routine administrative documentation for trust and corporate activities.
• Preparing emails and letters with respect to sending and/or chasing aged debts, requesting Registered Office Questionnaire's, Economic Substance Forms, and expired KYC requirements, support as needed with any credit notes.
• Collate and populate new and existing client/entity data in NAVOne and support accurate ongoing record maintenance.
• Support pre-review and periodic file reviews by collating documents, updating records and identifying missing information.
• Maintain electronic client records in line with Records Management Policies and Procedures and guidance notes.
• Collate and organise documentation for internal and external audit requests.
• Assist with routine and standard-form minutes and collate supporting documentation for review and approval.
• Assist with confirming, updating and filing RTA client data.
• Monitor assigned operational tasks and promptly escalation delays, discrepancies, missing documentation or control issues.
• Support on any special and/or operational projects and process improvements and undertake other appropriate administrative duties as required.
• Systems and Technology: NAVOne - Client and entity data maintenance and oversight. Laserfiche - Document scanning, indexing and electronic filing. Microsoft 365 - Outlook, Word, Excel and Teams.

Key Skills and Experience:

• A relevant administrative, business or financial-services qualification is advantageous but not essential. The successful candidate should demonstrate a willingness to develop knowledge of trust and corporate administration and undertake relevant training.
• Relevant experience in trust, corporate, fiduciary, financial or professional services administration/operations.
• Experience supporting trust and/or corporate administration in a regulated or control-focused environment is desirable.
• Strong attention to detail with a methodical approach to checklists, data entry, filing and record maintenance.
• Good organisational and prioritisation skills, with the ability to manage recurring tasks and deadlines effectively.
• Flexibility and willingness to help others. As this role requires ongoing engagement with global offices; excellent communication skills, both verbal and written are desired.
• IT literate and comfortable using electronic document-management systems and Microsoft 365; NAVOne and Laserfiche experience is advantageous.
• Dependable, collaborative and committed to accuracy, confidentiality, data integrity and continuous improvement.

Quote job ref: 16921

Our client seeks a Client Administrator to join their team. Role Profile: You will [...]