Operations Client Administrator - Charles Stanley & Co. Limited : Job Details

Job Title: Operations Client Administrator

Location: London

Department: Operations

About the Role:

We’re looking for a detail-oriented and proactive Operations Client Administrator to join our team. In this role, you’ll support a wide range of administrative functions including client onboarding, account maintenance, deceased account processing, and technical queries. You’ll also contribute to ad hoc projects and help maintain our high standards of service delivery.

Key Responsibilities:

Client Onboarding:

• Review and screen Anti-Money Laundering (AML) documentation for various account types (GIA, ISAs, Pensions, OPBs, Trusts, etc.)
• Validate documents such as cheques and W-8 forms
• Open new client accounts and monitor pending applications
• Respond to internal and external onboarding queries within agreed service levels

Client Administration:

• Manage deceased accounts, including probate valuation requests
• Process account closures and calculate applicable fees
• Allocate and track W-8 forms, ensuring expired documentation is updated
• Conduct periodic reviews of provider signatory lists
• Perform static data amendments and client/provider payments
• Handle ISA subscriptions, internal journals, and regular payment setups
• Apply ad hoc charges (e.g., custody, adviser, management, valuation fees)
• Resolve client administration queries promptly and professionally

General Duties:

• Maintain accurate records and controls
• Monitor group mailbox and workflow to meet service standards
• Review and update departmental procedure manuals
• Stay informed on regulatory and industry developments
• Support office transitions and participate in ad hoc projects

Skills & Experience:

• Solid understanding of retail financial services, investment management, or stockbroking operations
• Experience with manual processing and AML/KYC requirements
• Familiarity with GIA, ISA, OPB, and SIPP products
• Proficiency in Microsoft Word and Excel; industry exams are a plus

Personal Attributes:

• Committed to delivering exceptional client service
• Hands-on approach with a willingness to learn and grow
• Strong team player with the ability to work independently
• Positive, solutions-focused mindset
• Excellent communication and interpersonal skills
• Organised, detail-oriented, and able to manage multiple tasks under pressure