Moore Kingston Smith
IFA Administrator (Fixed Term Contract)
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Department: Financial Planning
Location: City, London
Compensation: £30,000 - £36,000 / year
Description
We are a team of Chartered Independent Financial Planners, recognised by the Chartered Insurance Institute (CII). Our chartered status reflects our commitment to a client-first approach, ethical practice, and continuous professional development. We provide holistic financial planning — covering wealth management, family protection, retirement planning, and property finance — while integrating ESG principles for clients who value responsible investing.
Our financial planning team is growing rapidly, now nearly 50 strong, and we’re proud of the collaborative, values-driven culture we’ve built through organic growth and strategic acquisitions. We’re now looking for an experienced Client Services Executive with a strong background in IFA administration to join our team on a fixed-term contract until September 2027. This role offers an excellent opportunity to become part of a collaborative, fast-growing team and make a meaningful contribution to the delivery of outstanding client service.
You'll support clients across a broad range of financial planning solutions, including pensions, investments, protection and platform-based products, helping to deliver positive outcomes and a seamless client journey. This is an opportunity to be part of a collaborative, fast-growing team where your work directly supports clients in achieving their financial goals.
Key Responsibilities
Client Service & Administration
- Act as a primary point of contact for clients, ensuring queries are resolved promptly and professionally.
- Prepare documentation and meeting packs for adviser/client appointments, including quotations and illustrations.
- Process a range of new business applications across pensions, investments, protection and platform-based solutions, taking ownership of the full lifecycle through to completion.
- Maintain accurate client records within back-office systems and produce client valuations, portfolio reviews and investment reports as required.
- Manage policy servicing activities including fund switches, withdrawals, top-ups, premium amendments, beneficiary updates and client account maintenance.
- Obtain information from product providers, platforms and pension schemes, including valuations, illustrations, surrender values and transfer information.
- Prepare and submit pension and investment transfers, liaising with providers and monitoring cases through to completion.
- Implement adviser recommendations, process adviser remuneration instructions, and respond to queries relating to fees, charges and commissions.
- Provide general administrative support to ensure high standards of client service.
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Compliance & Quality
- Ensure client files contain all required documentation, including fact-finds, suitability reports, application forms and anti-money laundering documentation, in line with FCA requirements.
- Support compliance reviews and resolve outstanding file queries.
Communication & Collaboration
- Build and maintain strong working relationships with advisers, colleagues, and external providers to deliver an efficient service.
- Liaise across departments and offices in a professional manner.
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Operational Support
- Manage incoming enquiries, telephone calls, and meeting arrangements, including room bookings and visitor coordination.
- Maintain electronic filing systems and assist with general office administration.
- Contribute to project work and process improvement initiatives.
Professional Standards
- Complete mandatory training and engage in ongoing personal development.
- Uphold company values and ensure a positive client experience in all interactions.
- Undertake additional duties as required.
Skills, Knowledge and Expertise
Essential Experience
- Previous IFA administration experience is essential.
- Experience with new business processing and completing annual review packs.
- Experience with a range of financial products and providers.
Essential Skills & Competencies
- Excellent communication skills, both written and verbal, with the ability to build strong relationships.
- Proficient in Microsoft Office applications (Word, Excel, Outlook) for accurate documentation and reporting.
- Strong planning, organisational, and prioritisation skills to manage multiple tasks effectively.
- High attention to detail and accuracy in all work.
- Ability to adapt to a fast-paced, changing environment and meet tight deadlines.
- Proactive approach to identifying process improvements and driving efficiencies.
- Strong team player with the ability to work independently and use initiative.
- Customer-focused mindset, ensuring a positive client experience in all interactions.
Benefits
(Note: No specific benefits were mentioned in the original text.)
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