Senior Administrator, Family Office

Itchyfeet Recruitment Agency; United Kingdom; On-site; GBP 42,000 - 65,000; Full time

Benefits offered by this job

Non-contributory pension

Private healthcare

Life insurance

Discretionary bonuses

Job summary

Itchyfeet is looking for a Senior Administrator to manage a diverse client portfolio with high standards of service. You will collaborate across levels, mentor juniors, and help strengthen client relationships through your judgement and expertise.

The role emphasizes managing day‑to‑day activity, regulatory documentation, and effective onboarding with external partners. A strong academic background and several years in UHNW administration are expected.

Qualifications

• Minimum Level 5 qualification; study towards Level 4.
• At least 4 years’ UHNW/family office admin experience; 3 years managing an independent portfolio.
• Strong knowledge of local finance industry legislation/regulatory requirements.
• Ability to interpret basic client financial statements.
• Proficiency in Microsoft Office applications.
• Excellent time management and organisational skills.
• Flexible, proactive and collaborative; mentoring capability desired.

Responsibilities

• Actively manage a diverse client portfolio to ensure high service delivery and adherence to standards.
• Maintain and update client documentation accurately.
• Support personal development aligned with performance plans.
• Reflect the organisation's values in all interactions and serve as a role model.
• Oversee day‑to‑day activities across client portfolios and onboarding.
• Prepare client correspondence for senior review and circulate meeting minutes.
• Maintain statutory books and regulatory documentation for clients.
• Schedule and attend client meetings and lead entity meetings where appropriate.
• Ensure onboarding, payments and entity appointments workflows are completed.
• Collaborate with onboarding team to ensure timely onboarding of new clients.

Skills

Client statements

MS Office

Time management

Organisation

Education

Level 5 qualification

Level 4 qualification (in progress)

Job description

Our client is seeking a Senior Administrator to manage the administration of a diverse client portfolio, maintaining the high standards of service delivery essential for client satisfaction. You will work within a welcoming and supportive team environment, collaborating closely with colleagues across various levels of the organisation as well as external partners. This role provides an opportunity for personal development and the chance to contribute to the mentoring of junior colleagues, helping to strengthen client relationships through your skills and judgement.

Job Duties:

• Proactively manage a portfolio to ensure excellent service delivery to clients, adhering to established standards, procedures, and guidelines.
• Maintain and update client documentation accurately.
• Take responsibility for personal development aligned with performance objectives and development plans.
• Act as a role model and ambassador, consistently reflecting the organisation's core values.
• Administer a varied portfolio of clients, overseeing all aspects of day-to-day activity.
• Prepare all correspondence with clients and intermediaries for senior review.
• Maintain statutory books and regulatory documentation for clients.
• Liaise with clients regarding day-to-day matters, overseeing and actioning all tasks for the portfolio.
• Conduct periodic reviews of client portfolios, actively monitoring and completing arising tasks.
• Prepare and circulate agendas, board packs, and reports; attend and lead client entity meetings where appropriate.
• Ensure the completion of workflows for activities such as onboarding, payments, and entity appointments.
• Schedule and attend client meetings as necessary.
• Draft meeting minutes and resolutions, ensuring they are circulated for comment, finalised, and signed.
• Manage and administer client structures in accordance with professional advice received.
• Collaborate with the onboarding team to ensure new clients are onboarded in a timely manner.

Job Requirements:

• A good academic background, holding a minimum of a Level 5 qualification and studying towards a Level 4 qualification.
• A minimum of 4 years’ experience in administering ultra-high net worth (UHNW) or family office clients, with at least 3 years of managing an independent portfolio.
• Strong knowledge of current local finance industry legislation and regulatory requirements.
• Ability to interpret basic client financial statements.
• Proficiency in Microsoft Office applications.
• Ability to perform under pressure while managing conflicting demands and deadlines.
• Excellent time management and organisational skills.
• Drive, enthusiasm, and commitment to delivering excellent client service.
• Flexible and collaborative, with a desire to support and develop others.
• Capable of working independently, taking responsibility, and being proactive.
• Desirable: experience in mentoring junior colleagues, guiding them in client activities, policies, and prioritisation.

What You’ll Love:

Our client promotes a collaborative work culture where integrity, professionalism, and agility are at the forefront. They offer a supportive environment for continuous personal development and opportunities for professional qualifications. Team members enjoy a benefits package that includes a non-contributory pension scheme, private healthcare, life insurance, and discretionary bonuses, among others.