Client Officer – Private Clients & Family Office

To provide trust and company administration services, including proactive client contact in a professional manner and in accordance with regulatory requirements, service levels and company standards so as to meet with client expectations.

Autonomously administer a portfolio of clients, with the necessary support of other members of the team as and when required.

To actively take responsibility for the training and development of junior colleagues to build and develop their knowledge and enhance their career and promotion prospects.

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

• Act as a mentor for other team members and provide feedback as and when required by the Manager;
• Work collaboratively within a team, and encourage open communication;
• Actively contribute to team meetings, and promote engagement with a ‘can do’ positive attitude and approach;
• Maintain accurate reports of time spent on time billing modules, on a daily basis;
• Work effectively and efficiently, and ensure all time charged in a reasonable manner and justified;
• Meet centrally defined, chargeable time requirements and any other grade specific targets;
• Identify when clients should be billed and to work with the Manager responsible to raise an accurate fee note;
• Develop strong relationships with clients and intermediaries in relation to own portfolio;
• Ensure knowledge of, and compliance with, Apex’s policies and procedures as amended from time to time.
• Demonstrate a good understanding of relevant legal and regulatory requirements and responsibilities;
• Ensure that all incidents are identified in relation to service delivery and are reported to the Manager where appropriate actions are implemented;
• Maintain awareness of risks involved in administration activity and clearly understand risks involved in activities carried out within own client portfolio;
• Drafting and preparation, or working with others to develop their knowledge in preparing relevant documentation (compliance files, minutes, forms and documents for the JFSC) and systems (Dynamics, banking systems) for the set up and closure of entities;
• Ensure all company / trust / partnership records and statutory registers are properly maintained and updated on a timely basis in the relevant systems;
• Responsible for preparing emails, letters, minutes, and banking instructions;
• Prepare all necessary returns and reports to the various authorities, including annual returns, regulatory returns, and any other ongoing statutory obligations;
• Carry out all other company secretarial and trustee activities in compliance with legal and regulatory requirements;
• Undertake periodic client reviews, including investment reviews, using appropriate checklists, and ensuring it is completed within the agreed timeframes;
• Take responsibility for own performance and, as a mentor, help provide opportunities for other team members develop their skill set;
• Maintain an awareness of client requirements and expectations by regular communication with clients, dealing with any negative feedback and escalating to the manager / senior manager to agree, and assist with the appropriate actions;
• Consistently produce high quality work, with a right first time approach, by producing all client reports (letters, emails, faxes, statements, investor information etc) to a high standard of accuracy, using approved templates in accordance with agreed service levels;
• To build & develop relationships with clients, intermediaries, third parties and identify key client contacts so as to be seen as the first point of contact;
• Develop an understanding of financial statements and accounting functions, ensuring all relevant accounts are reconciled, discrepancies are resolved in a timely manner, and accounts are produced to deadlines set;
• To assist where required or take responsibility for the organisation of trustee meetings/ board meetings, preparation and distribution of board packs to Directors;
• Attendance at meetings and actively contribute within discussions and prepare draft minutes;
• Develop technical knowledge relevant to client administration activity through internal and external training, and be able to share this with other team members to implement any required changes within the department;