Client Administrator – Private Clients & Family Office


The Role & Key Responsibilities
Skills Required
What you will get in return
Additional information

Skills Required

  • A University degree in Accountancy or equivalent/Final stages of ACCA qualification
  • An ability to work to and meet agreed deadlines
  • Ability to work under pressure
  • Competence in Excel, general IT and accounting packages
  • A minimum of 3 years’ experience in a similar role
  • Experience in audit would be ideal, but not necessary
Tab Item Content

Skills Required

  • A University degree in Accountancy or equivalent/Final stages of ACCA qualification
  • An ability to work to and meet agreed deadlines
  • Ability to work under pressure
  • Competence in Excel, general IT and accounting packages
  • A minimum of 3 years’ experience in a similar role
  • Experience in audit would be ideal, but not necessary
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To work on a portfolio of clients, and to work collaboratively with other members of the team to assist in the provision of trust and company administration services in accordance with regulatory requirements, service levels and company standards so as to meet with client expectations.

As and when applicable, train and mentor a trainee administrator to build and develop their knowledge and skillset.

As with any role level within our business, we are dedicated to the development of all staff.

  • Develop and share technical and industry knowledge gained through internal and external training or any social trends and/or external factors having an impact on the finance industry, and be able to share this with team
  • Work as part of the team, contributing at team meetings, communicating effectively with colleagues and third parties, with a positive ‘can do’ approach to support the successful performance of the Company;
  • Maintain accurate reports of time spent on time billing modules, on a daily basis;
  • Work effectively and efficiently, and ensure all time charged is reasonable and justified;
  • Meet centrally defined, chargeable time requirements and any other grade specific targets;
  • Identify when clients should be billed and work with the Manager responsible to raise a fee note, if necessary;
  • Develop knowledge of, and comply with Apex’s policies and procedures as amended from time to time.
  • Demonstrate an understanding of relevant legal and regulatory requirements, commensurate with responsibilities. Carry out all tasks in compliance with legal, regulatory and internal requirements (policies and procedures).
  • Contribute to the maintenance of operating procedures using the Company approved formats and maintain an awareness of risks involved in administration activities;
  • Ensure all incidents are identified in line with service delivery, and are reported to the Manager, where appropriate actions are implemented;
  • To take responsibility for the drafting and preparation of relevant documentation (compliance files, minutes, forms and documents for the JFSC) and systems data (NavOne, banking systems) for the set up / closure of entities.
  • Take responsibility for the organisation of trustee / board meetings, including the preparation and distribution of board packs to Directors.
  • As and when required, attend meetings and prepare draft minutes;
  • On a timely basis draft letters, minutes and banking instructions as necessary. Develop knowledge of electronic banking systems and ability to accurately generate on-line banking instructions for subsequent review and approval.
  • Carry out all other company secretarial and trustee activities in compliance with legal and regulatory requirements;
  • Clearance of client reviews using appropriate checklists, and ensuring this is completed in accordance with the agreed timetable;
  • Ensure investment reviews, are completed using appropriate checklists and ensuring this is completed in accordance with the agreed timetable;
  • Take responsibility for accuracy and quality of own data entries;
  • To take responsibility and ownership for all administration for allocated portfolios by providing a first class service in line with client expectations and agreed service levels;
  • Build & develop meaningful relationships with clients, intermediaries, third parties and identified client contacts to become the first point of contact;
  • Produce all client communications (letters, emails, statements, investor information etc) to a high standard of accuracy, using approved procedures and in accordance with agreed service levels;
  • Demonstrate initiative and review and read a set of accounts, follow up on any accounting review points so that they are satisfactorily resolved in a timely manner;
  • Develop a good financial awareness, commercial awareness, and ensure utilisation & debt recovery is monitored.
  • Prepare accounts preparation guide / accounts request forms, where necessary in relation to team and own portfolios, and ensure that all information and documents are accurate and delivered on a timely basis.
  • Ability to work as part of a team.
  • Ability to absorb and retain information quickly.
  • Ability to present ideas in user-friendly, business-friendly and technical language.
  • Self-motivated.
  • Proven analytical and problem-solving abilities.
  • Ability to effectively prioritise and execute tasks in a fast paced environment.
  • Exceptional communication and customer service skills.
  • Experience working in a team-oriented, collaborative environment.
  • Good standard of oral and written communication skills.
  • Good interpersonal skills.
  • The ability to work within allocated deadlines and according to instructions and Company procedures.
  • Clearly and appropriately communicate with colleagues, third party service providers and clients.
  • The opportunity to work as part of a high performance team and to contribute to the successful performance of the Company.
  • To be aware of, and convey, the correct professional image and high standards applied by the Company.
  • Ideally studying towards a professional qualification recognised by the JFSC, or above.
  • Good working knowledge of Word, Excel, Outlook with the ability to learn other relevant systems and use of all other office equipment.
  • Ability to multi-task, prioritise workloads and manage timescales.
  • Attention to detail and accuracy.
  • Strong organisational skills.
  • A willingness to learn, a desire for self-improvement & career progression
  • A genuinely unique opportunity to be part of an expanding large global business
  • Exposure to all aspects of the business, cross-jurisdiction and to working with senior management directly

Department: Private Clients & Family Office

Employment Type: Permanent, Full Time

We are an equal opportunity employer and ensure that no applicant is subject to less favourable treatment on the grounds of gender, gender identity, marital status, race, colour, nationality, ethnicity, age, sexual orientation, socio-economic, responsibilities for dependants, physical or mental disability. Any hiring decision are made on the basis of skills, qualifications and experiences.

We measure our success as a business, not only by delivering great products and services and continually increasing our assets under administration and market share, but also by how we positively impact people, society and the planet.

For more information on our commitment to Corporate Social Responsibility (CSR) please visit

If you are looking to take that next step in your career and are ready to work for a high performing organisation, alongside talented people who take pride in delivering great results, please submit your application (with your CV, cover letter and salary’s expectations) to our dedicated email address: [email protected]

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Life At Apex

"Working here I have the space to be creative, take ownership and develop continuously. It’s a great company with a purpose, which in turn enables its people to identify with the core values and mission."

Diane Mero, Office Manager, Dubai

What we look for

We look to recruit bright, articulate and numerate employees who are not afraid of a challenge and are prepared to work hard and love what they do. Every employee plays a part in making our business what it is today and the more we grow, the more important that becomes.


Whatever your career path, ambition or skillset you will be joining an entrepreneurial environment and become part of a globally connected team. We don’t just want you to succeed, we want you to flourish.

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