Client Services Administrator

Client Services Administrator

Reports to

Head of Operations

Location

Rathmines, Dublin 6

Hours

Full time, Monday to Friday 9am-5.30pm

About Fortress

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.

This is a hands-on role for someone who understands how a brokerage operates and can take ownership of cases from initial application through to completion and ongoing servicing. You will have strong overall knowledge of pensions, with a good understanding of the different pension arrangements, contribution options, benefits and associated administration.

The role will initially be based full-time in our Rathmines office, five days per week. The opportunity for hybrid working may be considered after an initial period, subject to the successful candidate settling into the role and the needs of the business.

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

Essential

• QFA (Qualified Financial Adviser) qualification.

• 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.

Desirable

• Experience with Irish provider portals and processes for pensions, investments and protection.

• Experience using Salesforce is a bonus

• Experience using BIS

What we offer

• A competitive renumeration package.

• 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.

How to apply

Please send your CV and a short note telling us why the role appeals to you to colleen@fortress.ie by Friday 30th October. All applications will be treated in the strictest confidence.

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