Client Services Administrator

Fortress Financial Planning; Dublin; Hybrid; EUR 38,000 - 48,000; Full time

Benefits offered by this job

Company pension 5%

Income protection

Death in service

Mobile phone allowance

23 days leave

Hybrid working

CPD support

Team oriented

Job summary

Fortress Financial Planning is seeking an experienced Client Services Administrator to support our Irish financial planning practice. You will manage client files, move applications through pension, investment and protection providers, and ensure advisers have time with clients rather than paperwork.

You will be the friendly, reliable voice for many clients, handling queries and maintaining accurate records in a collaborative, close-knit team.

Qualifications

• At least three years' administration experience within a brokerage or financial advisory firm.
• Real care for detail and accuracy in handling client records.
• Excellent organisation with ability to move multiple cases without slips.
• Clear, friendly manner on the phone and in writing.
• Confidence with Microsoft Office and comfortable learning new systems.
• Honesty, integrity and discretion handling personal and financial data.
• Experience with Irish provider portals and processes for pensions, investments and protection.
• Experience using Salesforce is a bonus.

Responsibilities

• Existing Business Administration: Set up and maintain client records in our CRM; prepare meeting packs and handle enquiries by phone and email.
• New business and ongoing servicing: Complete and submit applications; chase outstanding requirements; manage ongoing instructions and changes.
• Compliance and record keeping: Ensure files meet Central Bank requirements; support audits and maintain GDPR compliance.
• Running the office: Manage diaries, post, scanning and general office organisation; improve processes.

Skills

Organisation

Attention to detail

Phone & written communication

Multitasking

Discretion

Tools

Salesforce

Microsoft Office

Job description

Fortress Financial Planning is an independent Irish financial planning firm looking after around 300 clients and families. Our work starts with the plan, not the product. We help people build a clear picture of what they want their life to look like, then make sure their money supports it, so they reach financial freedom and never run out over a planning horizon of thirty years or more.

We are a small, close team, and every person here has a real hand in the experience our clients receive. You can learn more about us at www.fortress.ie .

We are looking for an experienced Client Services Administrator to join our growing team. This is an important role within the business and would suit someone who has gained solid experience working in a financial services brokerage, understands the end-to-end administration of life, investment and pension business, and is comfortable working independently while being part of a close-knit team.

About the role

Our Client Services Administrator is the engine room of the practice. You will keep client files accurate and complete, move applications through to completion with pension, investment and protection providers, and make sure our advisers can spend their time with clients rather than on paperwork. For many clients you will be the friendly, reliable voice they hear when they call the office, so warmth and care matter every bit as much as accuracy.

What you will do

Existing Business Administration

• Set up and maintain client records and files in our CRM, keeping every detail accurate and up to date.
• Arrange client review meetings and prepare meeting packs, including valuations, fact finds and documents for signature.
• Handle client queries by phone and email promptly and courteously, passing advice matters to the right adviser.

New business and ongoing servicing

• Complete and submit application forms with providers, chase outstanding requirements and follow each case through to completion.
• Process ongoing instructions such as contribution changes, top ups, withdrawals, fund switches and changes of details, as agreed with the adviser.
• Keep the new business pipeline current so the team always knows where every case stands.
• Reconcile fees and commissions received from providers and flag anything that does not match.

Compliance and record keeping

• Make sure each client file holds everything required under the Central Bank's Consumer Protection Code, including fact finds, terms of business, signed suitability reports and anti-money laundering identification.
• Support our compliance function with file checks and audits and help keep our processes well documented.
• Handle client information with complete discretion and in line with GDPR.

Running the office

• Manage diaries, post, scanning and general office organisation.
• Help us keep our systems tidy and improve how we work.

What we are looking for

• At least three years' administration experience within a brokerage or financial advisory firm.
• Real care for detail. You notice when something is missing and you put it right.
• Excellent organisation, with the ability to keep several cases moving at once without anything slipping.
• A clear, friendly manner on the phone and in writing.
• Confidence with Microsoft Office (Word, Excel and Outlook) and comfortable learning new systems.
• Honesty, integrity and the discretion that comes with handling people's personal and financial affairs.
• Experience with Irish provider portals and processes for pensions, investments and protection.
• Experience using Salesforce is a bonus

What we offer

• Company pension contribution of 5%, income protection and death in service after 6 months.
• Mobile phone allowance.
• 23 days annual leave.
• Hybrid working options.
• Ongoing support for further professional qualifications and CPD.
• A supportive, close-knit team where your contribution is recognised and valued.

• Fortress Financial Planning is an equal opportunities employer and welcomes applications from everyone.