CLIENT ADMINISTRATOR JOB DESCRIPTION

A Client Administrator keeps client accounts running accurately and on time. In financial services firms, that means owning the day-to-day administrative layer that sits beneath every client relationship - onboarding documentation, transaction records, compliance filings, and reporting cycles. The role operates within institutional asset management and trust/custody environments where KYC and AML requirements govern every new account. Clean execution here is what separates a well-serviced portfolio from one that accumulates errors.

As the Client Administrator, you will manage the operational backbone of assigned client accounts, ensuring accurate processing of transactions, documentation, and regulatory reporting within an institutional financial services setting. You will support a Senior Advisor or Relationship Manager directly, coordinating across internal operations, compliance, and third-party custodians to keep each account in good standing.

Career Impact: Building fluency in institutional trust and custody administration positions you for credentialed advancement, including pathways toward designations such as CTFA, within a sector that rewards deep operational expertise.

Business Impact: The accuracy of your transaction processing and onboarding work directly determines whether clients receive correct, timely reporting - a standard that institutional clients measure against their own fiduciary obligations.

Growth Opportunity: Exposure to pension plan administration, securities processing, and regulatory agency reporting widens your technical scope in ways that make you competitive for senior operations or client-facing advisory roles.

• Coordinate the onboarding of new client accounts, ensuring all documentation, verification steps, and compliance requirements are completed accurately before account activation.
• Process daily cash transactions including wire transfers, fund deposits, and securities trades in support of assigned institutional client portfolios.
• Monitor client trade activity and cash positions across assigned accounts, escalating discrepancies or overdraft conditions to the supervising advisor.
• Respond to client and internal inquiries regarding account status, documentation requirements, and service requests within established turnaround standards.
• Maintain client records, CRM data, and account files with current and accurate information following each interaction or transaction.
• Prepare scheduled and ad hoc reports for client presentations, compliance reviews, and government agency submissions as directed.
• Support relationship managers in renewal cycles, RFP responses, and client review meetings by gathering data and preparing supporting materials.
• Review and improve administrative procedures in collaboration with the wider operations team to reduce processing errors and increase efficiency.

• Bachelor's degree in finance, business administration, or a related field, or equivalent work experience.
• 1 or more years of experience in financial services, client servicing, or banking operations, with demonstrated attention to accuracy.
• Strong organizational and time management skills, with the ability to handle multiple active accounts simultaneously without losing detail.
• Clear written and verbal communication skills, including the ability to explain account status and documentation requirements to clients and internal teams.
• High level of accuracy and follow-through in processing transactions, maintaining records, and meeting reporting deadlines.
• Demonstrated client service orientation, including experience managing competing priorities while maintaining a professional and responsive manner.

• Familiarity with institutional trust, custody, or investment account structures and the operational requirements they carry.
• Working knowledge of regulatory reporting obligations to government bodies such as the DOL, PBGC, or IRS in a plan administration context.
• Understanding of KYC, AML, and client due diligence procedures within a regulated financial services environment.
• Prior experience supporting a relationship manager or senior advisor in a client-facing administrative capacity.

• Client query resolution turnaround: tracking average days from receipt to confirmed close across assigned accounts.
• Transaction processing error rate, measured as a percentage of total processed items requiring correction or resubmission.
• Client onboarding on-time completion rate, reflecting the proportion of new accounts fully documented and activated by the agreed date.
• Account data completeness score, measuring the percentage of CRM and client file records meeting current accuracy standards.
• Reporting delivery timeliness, tracking the proportion of scheduled client reports issued on or before the due date.
• Typical tools: Spreadsheet and document software (commonly Excel, Word); CRM and client data platforms (commonly institutional CRM systems).

• Base Salary Range: $45,000 to $62,000 annually, varying by market and firm size
• Bonus: Performance-based discretionary bonus, typically 5 to 10% of base
• Equity: Uncommon at this level; offered at select asset management firms
• Health Benefits: Medical, dental, and vision coverage; employer contribution standard
• PTO: 15 to 20 days annually, plus standard federal holidays
• Common Perks: Tuition assistance, professional certification support, retirement plan with employer match

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Employment offers are contingent on successful completion of a background check, which may include verification of prior employment, education, and financial history consistent with financial services industry standards. All qualified applicants will be considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations are available to individuals with disabilities upon request. Candidates must be authorized to work in the United States.

The Client Administrator delivers client advocacy and operational support across departments, executing mailings, researching client inquiries, and building relationships that drive satisfaction and service expansion. Reporting to team leadership, this role serves as the interface between internal groups and external clients to ensure daily operations remain efficient and business continuity is maintained.

Key Responsibilities

• Execute mailings based on issuer requirements and custodial participation expectations.
• Monitor the effectiveness of systems, policies, and procedures and make appropriate recommendations to ensure daily operations are efficient.
• Gather and analyze data using a logical approach to solve client inquiries.
• Serve as a client advocate and interface between all departments as part of a team.
• Participate in ongoing projects, including drafting written requirements or procedures as requested.
• Research and respond on time to requests from clients or associates regarding their needs and interests.
• Partner with other departments to continually add efficiency to day-to-day processes.
• Develop favorable client relationships to identify additional service needs and ensure client satisfaction.
• Facilitate support of business continuity testing and documentation.
• Participate in client meetings, product demos, and business reviews on and off site to build stronger business relationships.

Required Qualifications

• Sound working knowledge of the financial industry preferred.
• Proficiency in Microsoft Suite.
• Strong organizational, verbal, and written communication skills.
• Proven ability to maintain clients, achieve high client satisfaction results, and deliver client advocacy.
• Ability to use professional presentation skills when working with internal and external groups.
• Highly adaptable and team-oriented with a strong client focus and an ethical, professional work manner.
• Self-motivated with exceptional problem-solving skills and a commitment to standard methodologies in client interactions.

Embedded within the client operations team, the Client Administrator builds a foundation in investment management by processing and routing physical and electronic documents, preparing reports, and supporting firm-wide projects. Working closely with client services, sales, and other internal groups, this role ensures documentation is accurately classified, stored, and delivered to support the operational needs of a global asset management organization.

Core Functions

• Process and edit electronic documents and attachments using multiple types of software.
• Review inbound packages and documentation to classify by group and recipient.
• Scan firm documentation into the internal storage system using an image scanner.
• Open and sort daily mail received from various postal services and couriers.
• Identify the intended recipient of documents, determine if urgent notification is required, and initiate the routing process.
• Prepare outbound packaging of documentation to various external individuals and companies.
• Interact with client services, sales, and other groups regarding how documentation should be handled.
• Prepare reports using Access and Excel for notification of external groups.
• Complete on-request document retrieval, review, and filing projects.
• Create and update coding of document templates for firm use.
• Contribute to group and firm-wide projects on an ongoing basis.

Qualifications & Experience

• Desire to build a career in the investment management industry.
• Knowledge of Microsoft Office and ability to learn new software programs.
• Strong organizational and time management skills.
• Strong attention to detail.
• Ability to handle multiple responsibilities simultaneously and take initiative.
• Positive, enthusiastic attitude with a willingness to learn and a track record of strong work ethic.

Reporting to the Client Service Team, the Client Administrator shapes the coordination and placement of coverage for multi-international clients by liaising between local brokers, carriers, and internal executives to ensure timely policy delivery and accurate invoicing. Partnering with partners worldwide and internal Client Executives, this role maintains client files, responds to coverage questions, and supports proactive resolution of errors and omissions concerns.

Primary Duties

• Support the Client Service Team with new business and the renewal process.
• Follow up with the local broker to ensure quotes, policies, and renewal placement information are received as requested and present pertinent information to the Client Executive.
• Ensure all parties involved in the placement of coverage receive appropriate invoicing to make timely payment.
• Provide clients with the contact information of their local carrier representatives.
• Coordinate with the local broker to follow up with the local carrier to bind coverage in a timely manner.
• Assist Client Service Teams with timely delivery of policies to the client.
• Maintain client files in the imaging system and document files with action items and their completion status.
• Support Client Executives with day-to-day client service for multi-international clients by interfacing with partners worldwide.
• Respond to client and carrier questions on time, requesting assistance from the Client Service Team if needed.
• Review policies to verify accurate names, dates of coverage, and coverage limits.
• Keep Client Service Teams informed of potential errors and omissions concerns and client dissatisfaction.
• Strategize with the Client Executive to develop possible resolutions and proactive solutions to avoid continued or future problems.
• Establish and consistently maintain effective and positive working relationships with associates and cooperative partners.

Skills & Qualifications

• Bachelor's degree or a minimum of 2 years of broker industry experience with increasing responsibility.
• Valid unrestricted Fire and Casualty Solicitors license required.
• Proficiency with Microsoft Office applications including Word, Excel, and PowerPoint.
• Knowledge of international client time zone requirements and ability to work flexible hours accordingly.
• Skill in coordinating resources and establishing priorities.
• Demonstrated ability to navigate client-facing portals efficiently.
• Demonstrated ability to resolve problems and present results with clarity and precision in oral and written form.
• Strong planning skills with the ability to develop and implement short- and long-range goals.
• Valid Driver's License and reliable transportation required.

Sitting at the intersection of customer experience and internal operations, the Client Administrator leads end-to-end management of the invoicing process and relationship development across a portfolio of business customers, ensuring bespoke requirements are understood and surpassed. Operating across sales, service delivery, and cross-functional departments, this role supports customer retention and drives continuous service improvements to meet evolving client needs.

Duties

• Build and maintain strong working relationships with a key focus on customer experience within a portfolio of business customers, clearly understanding how their business works, what they need, and how to deliver for them.
• Work closely with other departments to ensure customers' bespoke requirements are understood and surpassed.
• Manage the invoicing process end to end.
• Ensure invoices are delivered in a timely and effective manner.
• Liaise with the relevant sales manager to ensure new customer requirements are established and set up prior to the contract start date.
• Support the sales manager in retaining customers through evidence of service delivery and customer experience.
• Continually identify improvements to service delivery through changing customer requirements, process enhancements, system improvements, or staff training and development.

Requirements

• Experience in managing relationships.
• High level of accuracy and attention to detail.
• Excellent written and verbal communication skills.
• Ability to communicate at all levels.
• Working knowledge of Microsoft packages such as Excel.

A key member of the Client Servicing and Compliance teams, the Client Administrator owns the back-office operation of the firm's digital advisory platform, managing client onboarding, KYC and AML procedures, transaction monitoring, and compliance tasks including regulatory registers and trade audits. Collaborating across relationship managers, investment advisors, and support staff, this role ensures trade settlement accuracy and regulatory compliance while contributing to business development and staff training.

Functions

• Operate the back-office function of the firm's digital advisory platform.
• Manage general client relationships for the platform.
• Participate in business development and sales demonstrations of the platform.
• Assist other support staff in generating customized client blotters, monitor positions, and ensure confirmations are prepared in a timely manner.
• Prepare risk reports for the team as required.
• Share in general office operations, including front-of-house duties.
• Assist in coordinating the compliance monitoring program.
• Maintain and update regulatory registers, conduct trade audits, assist in outsourcing assessments, maintain staff declarations, conduct screening searches, and complete regulatory surveys.
• Assist in client onboarding, including KYC and AML requirements and due diligence.
• Conduct client transaction monitoring in line with established procedures.
• Track and monitor periodic client review processes.
• Manage the online training system and roll out training for new staff.

Experience & Qualifications

• 2 to 3 years of experience in financial services preferred.
• Prior knowledge of investment products beneficial.
• Working knowledge of KYC and AML procedures.
• Proficiency in MS Word and Excel.
• Highly organized with the ability to manage multiple tasks under pressure.
• Proactive with a high standard of work ethic and attention to detail.
• Excellent communication skills in English and Mandarin.

Accurate client reporting and timely obligation delivery depend on the Client Administrator, who oversees production of scheduled and ad hoc client-facing documents, maintains CRM systems, and liaises with custodians, transfer agents, and third-party administrators to support institutional client relationships. Serving as a central point of contact for client queries, complaints, and data amendments, this role drives continuous process improvement across systems and procedures to meet changing client needs.

Accountabilities

• Adhere strictly to internal policies and procedures, including completion of all required forms, documentation, and sign-off under the firm's global institutional client take-on policy before applicable lifecycle events.
• Build strong relationships with Client Executives and Managers to maintain clear communication and ensure client queries are handled efficiently.
• Handle client requests, queries, problems, and complaints from internal and external customers and suppliers.
• Understand the mandate and consider all commercial aspects of the client relationship.
• Ensure all client obligations are captured and delivered in a timely and accurate manner.
• Oversee production of client reporting and additional client-facing documents, both ad hoc and scheduled.
• Support Client Executives and Managers with data and reporting requirements for client presentations.
• Attend external client meetings with the Client Director when requested.
• Ensure all amendments to client data are processed and kept up to date on a timely and accurate basis.
• Maintain all CRM systems accurately and on time with current client information.
• Liaise with external and third-party administrators where relevant, including custodians, transfer agents, consultants, and administrators.
• Continually review processes, procedures, and systems to identify improvement opportunities and ensure changing client needs are met.

Technical Qualifications

• Understanding of client lifecycle activities and fund operations.
• Experience in operational risk management and control.
• Reporting, data management, or marketing experience preferred.
• Data-savvy with the ability to interpret and work with financial performance data.
• Excellent time management skills with the ability to prioritize multiple tasks, meet deadlines, and report on progress.
• Reliable with excellent follow-through and follow-up capabilities.
• Exceptional written and verbal communication skills.
• Results-driven and process-focused with motivation to achieve delivery outcomes.

As the Client Administrator, this role partners with a Senior Institutional Advisor or Relationship Manager to service and monitor an assigned group of accounts, processing daily cash transactions, including wire transfers, securities trading, and overdraft management, while ensuring required financial reporting is accurate and timely. The institutional trust and custody team relies on this work to maintain regulatory compliance, support government agency reporting to the DOL, PBGC, and IRS, and develop client relationships that reflect in retention outcomes.

Activities

• Work in partnership with a Senior Institutional Advisor or Relationship Manager to service and monitor an assigned group of accounts, ensuring timely and accurate processing of client-directed trades, transactions, and required financial reporting.
• Demonstrate knowledge of institutional trust and custody client needs, product offerings, and operational processes, including account onboarding, asset collection, alternative assets, and file system maintenance.
• Process daily cash transactions including wire transfers, preparation of checks, transfer of cash, deposit of funds, and execution of securities trading.
• Review and manage daily cash reports for overdrafts and uninvested cash, ensuring cash is invested appropriately.
• Prepare reports, correspondence, technical documents, and special projects as requested.
• Develop relationships with clients and their service providers, including consultants, third-party plan administrators, accountants, auditors, and outside registered investment advisors.
• Read and understand standard institutional client trust and custody agreements and documents for administrative and fiduciary purposes.
• Mitigate risk by servicing assigned institutional client relationships in compliance with internal policies and regulatory and legal requirements.
• Assist clients with required reporting to government agencies including the DOL, PBGC, and IRS.
• Identify improvement opportunities and proactively advise clients on effective operational and investment processes.
• Support sales efforts by participating in RFP responses and finalist presentations.

Position Requirements

• Bachelor's degree in a business-related field or equivalent work experience.
• 1 to 3 years of industry experience working with corporate, non-profit, public fund, or Taft-Hartley clients in an administrative or client service capacity.
• Knowledge of securities processing, bank operations, custody, pension, and alternative asset client needs.
• Strong client service and client consultation skills.
• Excellent analytical, written, and oral communication, and problem-resolution skills.
• Proficiency in Excel, Word, PowerPoint, and PDF management software.
• Detail-oriented with strong organizational skills and the ability to prioritize and make independent decisions.
• Adaptable and flexible with a strong customer service orientation.

Client Administrator delivers subject matter expertise and application administration for healthcare IT systems, coordinating the configuration, deployment, and upgrade of clinical application platforms while developing best-practice workflows in collaboration with providers, clinicians, and project teams. Reporting to organizational leadership, this role ensures system availability, regulatory compliance, and business continuity by managing capacity planning, change control processes, and interdisciplinary design decisions across clinical and business units.

Key Deliverables

• Establish priorities aligned with organizational initiatives and manage multiple projects simultaneously, adapting to frequent changes in priority.
• Consult with providers, clinicians, executives, and management at all levels to support decisions, workflows, and new initiatives.
• Manage print queues, printing infrastructure, and file system management, and monitor network and server activity for security breaches.
• Install and manage application deployment platforms serving production, reporting, disaster recovery, training, and non-production needs.
• Install and maintain administrative and monitoring tools to ensure high availability and performance of the application system.
• Assist in the configuration and troubleshooting of integrated third-party software and peripherals, and apply platform upgrades and updates to production and non-production components.
• Provide critical analysis of data to support assigned programs or projects and communicate findings to colleagues, customers, and all levels of management.
• Engage in capacity planning to ensure adequate system resources and write and maintain scripts to improve system management tasks.
• Provide specialized guidance for integration, system selection, strategy, electronic health and financial records, and clinical systems implementation.
• Research and contribute to recommendations on the timing of new functionality and support upgrade design and decision-making.
• Analyze business processes and reengineer those processes to improve business or clinical needs.
• Prepare detailed project work plans and project status reports.
• Participate in interdisciplinary groups to make design, implementation, enhancement, and outcome reporting decisions.

Professional Experience

• Bachelor's degree in healthcare, IT, or a related field, or an equivalent combination of education and experience.
• Epic Certification in Hyperspace and Web and Server Services required before or shortly after hire, including Hyperspace, BLOB, Printing, BCA, Hyperspace Web, Interconnect, System Pulse, MyChart, MyChart Mobile, EpicCare-Link, and Care Everywhere.
• Progressively responsible experience as a subject matter expert, specialist, or consultant required.
• Working knowledge of applicable federal, state, and local laws and regulations to ensure adherence in an honest, ethical, and professional manner.
• Familiarity with information systems, clinical software, and other computer applications.
• Strong analytical ability to assess workflows, data collection, report details, and technical issues associated with application software.
• Ability to analyze business operations, investigate end-user preferences, and collaborate with system decision groups on build decisions.
• Ability to prioritize and implement requested system changes and evaluate functionality in new releases.
• Strong written and verbal communication skills with the ability to convey information clearly to project leadership and team members.
• Proven ability to build consensus, motivate team members, and operate effectively in a collaborative, shared leadership environment.
• Committed to established timetables and deadlines to ensure successful project outcomes.
• Characterized by honesty, integrity, and a caring presence with the ability to inspire and motivate others.