Client Services Administrator

The VAT Team are seeking a highly organised and proactive Client Services Administrator to work with the VAT delivery team with client service and delivery, team administration and wider business support. The ideal candidate will provide highly efficient and effective administrative support within the Client Services and Delivery Team. To go above and beyond to ensure clients are looked after and completely satisfied with the support provided.

Key responsibilities

Client services administration

• Handling and responding to all correspondence including phone calls, emails and letters - triaging communications with maximum efficiency.
• Triage internal email inboxes and ensure emails are processed and passed on where necessary.
• Managing client correspondence and documentation.
• Escalating complex issues to appropriate personnel.
• Maintain and update records, databases, and filing systems utilising client management systems and delivery team processes.
• Provide administration support for client management system, including uploading leads, quotes, and managing these through their journey.
• Draft quotes / reports from templates, prepare documents, and correspondence as required.
• Supporting the finance and operations team with sales invoicing, client contracts and AML compliance responsibilities.
• Liaise with internal and external stakeholders, building strong professional relationships.

Team coordination

• Support the broader team with administrative tasks, ensuring collaboration and alignment.
• Support the organisation of events, team-building activities, or client engagements as needed.
• Provide ad hoc support for business needs as required.

The ideal candidate has:

• Excellent communication and interpersonal skills.
• Strong organisational and time management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to work independently and as part of a team.
• Strong attention to detail and accuracy.
• Ability to handle multiple tasks and prioritise effectively.

Desirably, they would:

• Have experience with CRM software (Customer Relationship Management) and/or ability to learn new software and systems quickly.
• Be adaptable to change and have an agile mindset and approach to work.
• Be a positive problem solver.
• Have deadline and a goal-focused orientation.
• Have the ability to complete tasks independently within agreed timescales.
• Be sensitive to operating in a regulated environment.
• Demonstrate a client first approach.