Client Services Executive - Financial Planning

Moore Kingston Smith LLP; Greater London; On-site; GBP 30,000 - 36,000; Full time

Job summary

Moore Kingston Smith LLP is seeking an IFA Administrator in London to support the Financial Planning team. The role offers permanent, full-time employment with a salary of £30,000–£36,000 per year and a focus on delivering an exceptional client experience.

Responsibilities include preparing meeting packs, processing new business, maintaining client records, and ensuring FCA compliance. Collaboration with advisers and back-office systems is essential to drive accurate documentation and timely

Qualifications

• Previous IFA administration experience is essential.
• Experience with new business processing and completing annual review packs.
• Experience with a range of financial products and providers.

Responsibilities

• Act as the primary point of contact for clients and advisers.
• Prepare documentation and meeting packs for appointments.
• Process new business applications across pensions, investments, protection and platforms.
• Maintain accurate client records and generate valuations and reports.
• Ensure FCA compliance and proper file documentation.
• Support compliance reviews and process improvements.

Skills

Communication skills

Organisational skills

Time management

Attention to detail

Customer focus

Tools

Microsoft Office

Job description

IFA Administrator

Department: Financial Planning

Employment Type: Permanent - Full Time

Location: City, London

Compensation: £30,000 - £36,000 / year

Description

We are a team of Chartered Independent Financial Planners, recognised by the Chartered Insurance Institute (CII). Our chartered status reflects our commitment to a client-first approach, ethical practice, and continuous professional development. We provide holistic financial planning — covering wealth management, family protection, retirement planning, and property finance — while integrating ESG principles for clients who value responsible investing.

Our financial planning team is growing rapidly, now nearly 50 strong, and we’re proud of the collaborative, values-driven culture we’ve built through organic growth and strategic acquisitions. We’re now looking for experienced Client Services Executives with a strong background in IFA administration to join our team.

In this role, you'll play a key role in delivering an exceptional client experience. You’ll work closely with the client support team and financial planners, ensuring accurate documentation, timely implementation of recommendations, and compliance with FCA regulations.

You’ll support clients across a broad range of financial planning solutions, including pensions, investments, protection and platform-based products, helping to deliver positive outcomes and a seamless client journey. This is an opportunity to be part of a collaborative, fast-growing team where your work directly supports clients in achieving their financial goals.

Key Responsibilities

Client Service & Administration

• Act as a primary point of contact for clients, ensuring queries are resolved promptly and professionally.
• Prepare documentation and meeting packs for adviser/client appointments, including quotations and illustrations.
• Process a range of new business applications across pensions, investments, protection and platform-based solutions, taking ownership of the full lifecycle through to completion.
• Maintain accurate client records within back-office systems and produce client valuations, portfolio reviews and investment reports as required.
• Manage policy servicing activities including fund switches, withdrawals, top-ups, premium amendments, beneficiary updates and client account maintenance.
• Obtain information from product providers, platforms and pension schemes, including valuations, illustrations, surrender values and transfer information.
• Prepare and submit pension and investment transfers, liaising with providers and monitoring cases through to completion.
• Implement adviser recommendations, process adviser remuneration instructions, and respond to queries relating to fees, charges and commissions.
• Provide general administrative support to ensure high standards of client service.

Compliance & Quality

• Ensure client files contain all required documentation, including fact-finds, suitability reports, application forms and anti-money laundering documentation, in line with FCA requirements.
• Support compliance reviews and resolve outstanding file queries.

Communication & Collaboration

• Build and maintain strong working relationships with advisers, colleagues, and external providers to deliver an efficient service.
• Liaise across departments and offices in a professional manner.

Operational Support

• Manage incoming enquiries, telephone calls, and meeting arrangements, including room bookings and visitor coordination.
• Maintain electronic filing systems and assist with general office administration.
• Contribute to project work and process improvement initiatives.

Professional Standards

• Complete mandatory training and engage in ongoing personal development.
• Uphold company values and ensure a positive client experience in all interactions.
• Undertake additional duties as required.

Skills, Knowledge and Expertise

Essential Experience

• Previous IFA administration experience is essential.
• Experience with new business processing and completing annual review packs.
• Experience with a range of financial products and providers.

Essential Skills & Competencies

• Excellent communication skills, both written and verbal, with the ability to build strong relationships.
• Proficient in Microsoft Office applications (Word, Excel, Outlook) for accurate documentation and reporting.
• Strong planning, organisational, and prioritisation skills to manage multiple tasks effectively.
• High attention to detail and accuracy in all work.
• Ability to adapt to a fast-paced, changing environment and meet tight deadlines.
• Proactive approach to identifying process improvements and driving efficiencies.
• Strong team player with the ability to work independently and use initiative.
• Customer-focused mindset, ensuring a positive client experience in all interactions.