Desk Administrator

JM Finn & Co; City of London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading investment management firm is seeking a Desk Administrator in London to provide essential administrative support for client service activities. The ideal candidate will have strong communication skills, excellent organisational abilities, and prior experience in client administration. Your role will involve maintaining filing systems, assisting with client correspondence, and developing client relationships under supervision. This full-time position offers an opportunity to grow within a reputable company.

Qualifications

• Excellent communication skills and customer-facing abilities.
• Strong organisation skills and ability to manage multiple tasks.
• Previous experience in client administration within financial services is advantageous.

Responsibilities

• Provide administrative support for Investment Management services.
• Assist with client reports and correspondence.
• Maintain filing systems and ensure information is up-to-date.
• Proactively look for efficiencies and improvements.
• Develop client relationships under supervision.

Skills

Excellent written and verbal communication skills

Able to develop and maintain excellent internal and external relationships

Good customer facing skills

Analytical and numerate

Highly organised

Able to multi-task and prioritise tasks effectively

Computer literate and advanced user of Microsoft Excel, Outlook and Word

Education

GCSE (or equivalent) English (grade C or above)

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Word

Job description

Desk Administrator

Department: Investment Management

Employment Type: Full Time

Location: London

Description

Provide administrative support for Investment Management in the ongoing service of the firm’s clients.

Key Responsibilities

Administration

• Assist with the new client account opening process as appropriate
• Assist with drafting client reports and correspondence that would accompany valuations, dealing letters or Investment Manager recommendations and responses to ad hoc client requests or queries
• Typing and filing
• Present documents professionally and in an appropriate format for Investment Manager sign‑off
• Proof‑read and check documents
• Follow up promptly on unfamiliar terminology, unclear speech or corrections
• Maintain filing systems, update information regularly and ensure internal CRM system is kept up‑to‑date
• Ensure filing systems are checked before annual File Review
• Proactively look for efficiencies and potential process improvements
• Complete SharePoint forms for Investment Manager approval
• Prepare payment, receipt, transfer and other forms for Investment Manager approval
• Help resolve administrative queries
• Take telephone messages and relay to Investment Manager
• Ensure client background & suitability reports are kept up‑to‑date
• Provide desk administration cover during periods of high volume, illness or other absence
• Make low risk payments via CRM up to £50k
• Any other ad hoc team administration as required

Client relationships (if required and under appropriate supervision)

• Help resolve and respond to administrative queries from clients, referring where appropriate to Investment Manager
• Develop relationships with clients by arranging and assisting at meetings as appropriate, including the preparation of necessary documentation
• Check dealing data to ensure reporting procedures are followed correctly
• Prepare transactions on the Firm’s systems for processing by the Investment Manager

Skills, Knowledge and Experience

Essential

• Excellent written and verbal communication skills
• Able to develop and maintain excellent internal and external relationships
• Good customer facing skills
• Analytical and numerate
• Highly organised
• Able to multi‑task and prioritise tasks effectively
• Computer literate and advanced user of Microsoft Excel, Outlook and Word
• GCSE (or equivalent) English (grade C or above)

Advantageous

• A minimum of 2 year’s financial services experience in client administration
• Demonstrable interest in City Markets and Private Client Fund Management
• Experience of Microsoft extended product range, including PowerPoint
• An understanding of the UK Regulatory framework