Financial Planning Administrator

The Progeny Group Limited; City of Edinburgh; On-site; GBP 26,000 - 38,000; Full time

Job summary

The Progeny Group Limited is seeking a Financial Planning Administrator (Client Executive) to support Financial Planners and Paraplanners, delivering excellent client service and accurate record-keeping.

You will handle client inquiries, coordinate documentation, process transactions and maintain CRM records with attention to detail and a proactive approach.

Qualifications

• Minimum 2 years' experience within financial planning.
• Good understanding of financial products and FCA regulations.
• Strong administration and organisational skills.
• Experience using provider platforms and CRM systems.
• Proficient in Microsoft Office applications.
• Strong attention to detail and ability to manage multiple priorities.
• Excellent communication and relationship-building skills.

Responsibilities

• Act as a key point of contact for clients, managing queries efficiently, providing updates where required and building strong, professional relationships that support an excellent client experience.
• Prepare for client meetings by coordinating documentation, gathering relevant information and ensuring all materials are completed accurately and on time.
• Prepare, review and maintain client documentation, ensuring records are accurate , up to date and compliant with regulatory and internal requirements.
• Maintain client information across all relevant systems and CRM platforms, ensuring data integrity and consistency at all times .
• Manage post-meeting actions and follow-up activities, ensuring client requests are completed accurately and within agreed service standards.
• Take ownership of tasks from initiation through to completion, providing updates to clients and colleagues as appropriate .
• Process a range of financial transactions, including contributions, withdrawals and fund switches, ensuring all activity is completed accurately and within required timescales.
• Liaise with providers on transactions, submissions and technical queries, escalating more complex matters where appropriate .
• Manage workflows and prioritise tasks effectively to meet service levels, KPIs and client expectations.
• Maintain accurate client data across systems and platforms while supporting continuous improvement initiatives, best practice adoption and process efficiencies.

Skills

Client service

Administration

Financial products

CRM systems

Provider platforms

MS Office

Attention to detail

Communication

Tools

CRM platforms

Provider platforms

Job description

About the Role

The Financial Planning Administrator (known internally as Client Executive) plays a key role in delivering an outstanding client experience by providing administrative support to Financial Planners and Paraplanners . The role is responsible for managing client servicing activities, processing transactions, maintaining accurate records and acting as a key point of contact for clients and providers.

This role would suit someone with strong organisational skills, excellent attention to detail and a client-focused approach. You’ll be comfortable working independently, managing multiple priorities and handling complex queries with accuracy and professionalism.

Key responsibilities:

Client Service

• Act as a key point of contact for clients, managing queries efficiently, providing updates where required and building strong, professional relationships that support an excellent client experience.
• Prepare for client meetings by coordinating documentation, gathering relevant information and ensuring all materials are completed accurately and on time.

Client Administration & Documentation

• Prepare, review and maintain client documentation, ensuring records are accurate , up to date and compliant with regulatory and internal requirements.
• Maintain client information across all relevant systems and CRM platforms, ensuring data integrity and consistency at all times .

Client Account Management

• Manage post-meeting actions and follow-up activities, ensuring client requests are completed accurately and within agreed service standards.
• Take ownership of tasks from initiation through to completion, providing updates to clients and colleagues as appropriate .

Transactions & Technical Processing

• Process a range of financial transactions, including contributions, withdrawals and fund switches, ensuring all activity is completed accurately and within required timescales.
• Liaise with providers on transactions, submissions and technical queries, escalating more complex matters where appropriate .

Systems & Process Management

• Manage workflows and prioritise tasks effectively to meet service levels, KPIs and client expectations.
• Maintain accurate client data across systems and platforms while supporting continuous improvement initiatives, best practice adoption and process efficiencies.

What Success Looks Like

• Consistently delivers an excellent experience for clients and colleagues.
• Meets agreed KPIs, SLAs and quality standards.
• Maintains accurate and compliant client records.
• Builds effective relationships with Financial Planners, Paraplanners and colleagues.
• Demonstrates strong technical knowledge and commitment to continuous learning.
• Contributes positively to team objectives and supports colleagues when required .

Skills, Experience & Knowledge

Essential

• Minimum 2 years' experience within financial planning .
• Good understanding of financial products and FCA regulations .
• Strong administration and organisational skills.
• Experience using provider platforms and CRM systems.
• Proficient in Microsoft Office applications.
• Strong attention to detail and ability to manage multiple priorities.
• Excellent communication and relationship-building skills.

Development Opportunities

• Further develop your knowledge of financial services, wealth management and FCA principles.
• Gain exposure to a broad range of client servicing and operational activities.
• Support the development of new team members as a training buddy .
• Receive ongoing coaching, training and professional development.