Role Purpose
The Receptionist / Client Services Administrator acts as the first point of contact for clients while also providing high-quality administrative, typing, and proofreading support to advisers.
The role is pivotal in ensuring a professional client experience, maintaining accurate documentation, and supporting the delivery of compliant, well-presented client communications.
Key Responsibilities
Client & Front-of-House Management
* Act as the first point of contact for all incoming calls, emails, and visitors
* Deliver a professional, client-focused service
* Manage meeting rooms and client hospitality
* Ensure a welcoming and professional office environment
Administration & Business Support
* Maintain accurate client records on internal systems
* Provide administrative support to advisers and paraplanners
* Assist with diary management and client review scheduling
Document Production, Typing & Proofreading
Produce high-quality typed documents including:
* Client correspondence
* Suitability reports
* Internal documentation and letters
* Accurately transcribe handwritten or dictated notes into professional documentation
* Proofread all client-facing documents to ensure:
o Accuracy and consistency
o Correct grammar, spelling, and formatting
* Identify and flag errors, inconsistencies, or missing information prior to issue
Data Quality
* Support advisers by preparing compliant and audit-ready files, including physical and digital document filing
* Handle sensitive client data in line with GDPR requirements
* Escalate any identified errors, or inconsistencies
Operational Efficiency
* Support process improvement across administration and document handling
* Maintain office systems, templates, and documentation standards
Team Support
* Work collaboratively across advisory, and other administrative functions
* Provide flexible support across the business as required
Key Performance Indicators for regular one to one reviews
* Accuracy and quality of typed and proofread documents
* Turnaround time for document production
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