IFA Administrator

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

Job summary

Moore Kingston Smith is seeking a Client Services Executive to join their Financial Planning team in London. This permanent, full-time position involves building strong client relationships, ensuring compliance, and providing exceptional administrative support.

The ideal candidate will have at least three years of IFA administration experience, excellent communication skills, and strong attention to detail. The role offers a competitive salary of £30,000 - £36,000 per year.

Qualifications

• Excellent communication skills, both written and verbal.
• Strong planning, organizational, and prioritization skills.
• Proficiency in Microsoft Office applications.

Responsibilities

• Act as primary contact for clients, ensuring queries are resolved.
• Prepare documentation and meeting packs for adviser's appointments.
• Process new business and maintain up-to-date client records.

Skills

Excellent communication skills

Proficient in Microsoft Office

Strong planning and organizational skills

High attention to detail

Customer-focused mindset

Job description

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.

Department

Financial Planning

Employment Type

Permanent - Full Time

Location

City, London

Compensation

£30,000 - £36,000 / year

Overview

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. Working closely with advisers and administrators, you’ll ensure accurate documentation, timely implementation of recommendations, and compliance with FCA regulations. This is an opportunity to be part of a collaborative, fast-growing team where your work directly supports clients in achieving their financial goals.

Responsibilities

• 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 new business and related documentation accurately, taking ownership of the full lifecycle of transactions.
• Maintain up-to-date client records within internal systems and produce valuations as required.
• Implement adviser recommendations and handle adviser charge, fee, and commission enquiries.
• Provide general administrative support to ensure high standards of client service.

Compliance & Quality

• Ensure all activities comply with FCA regulations, Treating Customers Fairly (TCF) principles, and internal policies.
• 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 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.

Experience

• Previous IFA administration experience is essential, typically gained over approximately three years.
• Familiarity with new business processing and mortgage administration (desirable).
• Broad understanding of financial products and providers available on the open market (desirable).