Office Manager - Wealth Management

Todd Hayes Ltd; Norwich; Hybrid; GBP 26,000 - 38,000; Full time

Benefits offered by this job

Hybrid working

25 days annual leave

Access to high-quality systems

Job summary

Todd Hayes Ltd is a boutique wealth management firm offering a client-focused environment with hybrid working. We are seeking an experienced Office Manager to support advisers, manage client communications, and oversee back‑office tasks.

You will handle client data, diary management, and software systems, ensuring accuracy and efficiency in daily operations. A proactive and professional approach is essential for success in this role.

Qualifications

• Previous administrative experience in financial planning or wealth management.
• Excellent communication and relationship-building skills.
• A client-first approach with strong attention to detail.

Responsibilities

• Client Management & PA duties and liaising with clients, solicitors and providers.
• Handle incoming calls and emails; proactive, organised and detail-focused.
• Support Advisers and assist with ad-hoc administrative tasks.
• Use Excel, Word and Outlook (Office 365).
• Maintain client records in iO and manage back-office workflows.
• Produce MI reports and reconcile income statements.

Skills

Administrative experience

Client relations

Attention to detail

Proactive attitude

Excel

Outlook 365

iO (Intelligent Office)

Tools

iO (Intelligent Office)

QuickBooks

Job description

Office Manager - Wealth Management

Our client, a successful and well-established Boutique Wealth Management firm with an outstanding reputation for delivering tailored financial advice, is seeking an experienced and motivated Office Manager to join their growing team.

This is an excellent opportunity to become part of a respected organisation that places clients at the heart of everything it does. With a strong and supportive working environment, this role also offers long-term stability,

The Role

As part of a highly professional team, you will be responsible for building and maintaining excellent client relationships and providing strong administration support to the team.

The ideal candidate will have:

• Previous administrative experience in financial planning or wealth management.
• Excellent communication and relationship-building skills.
• A client-first approach with strong attention to detail.
• A proactive and professional attitude

What\'s on Offer

• Competitive salary and hybrid working.
• Monday - Thursday 09:00 - 17:00
• Friday 09:00 - 16:00
• 25 days annual leave + bank holidays
• Access to high-quality systems and resources.

Job description

• Client Management & PA Duties
• Handle incoming telephone calls and emails; liaise professionally with clients, solicitors, accountants, and providers
• Ability to work alone; be proactive, organised and detail focused.
• Support Advisers
• Assist with ad-hoc administrative tasks as required
• Ability to confidently and effectively use: Excel, Word, Outlook (Office 365)
• Post - open, scan, update client data and distribute

Back office CRM Management

• iO (Intelligent Office) - experience beneficial but not essential
• Maintain accurate and up‑to‑date client records
• Manage administrative tasks and workflow items assigned within iO
• Add new business (NB) and plans to client records, including income data and supporting documents
• Document designer - to maintain and update standard letters and templates
• MI reports
• Income - reconcile income statements from providers and match to client plans.
• Manage PFP (Personal Finance Portal):
• Invite new clients
• Monitor client messages and updates
• Liaise with advisers regarding client queries
• Regularly attend webinars to keep updated with latest system improvements and implementation. Report to Advisers where necessary.

Wrap Platform Management Aberdeen WRAP -

• Open and monitor new business cases
• Check for outstanding charges and resolve
• Monitor client cash levels for Income and Charges
• Process withdrawals and drawdown requests
• Support ongoing WRAP servicing and reporting

Office Accounting

• Daily reconciliation of QuickBooks to bank accounts
• Add, match, and upload all bank transactions
• Input invoices, bills, income statements, and provider statements
• Match client plans to EDI provider statements and manually uploaded statements
• Complete month‑end reconciliation of income from providers to Bank cash receipts
• Maintain accurate accounting records across systems

New Business - in addition to WRAP and iO

• Provide monthly New Business submission data
• Maintain NB completion records including: Product details, Amounts, Charges, Dates, Ongoing values, Annual premiums for insurance products.
• Support data collation for annual PII requirements

If you\'re looking to join a forward-thinking Wealth Management firm where your expertise will be valued and rewarded, we\'d love to hear from you.

Todd Hayes Ltd is an equal opportunities employer. Due to the high volume of applications we receive, we regret that we are unable to respond to every applicant individually. However, your details will remain on file, and we will contact you should another suitable opportunity arise.

If your application is shortlisted, we will be in touch