Client Services & Office Administrator

SUMMARY:
Client Services & Office Administrator

POSITION INFO:

Role: Client Services & Office Administrator
Category: Administration
Location: Cape Town
Salary: Market – related


Our client is an established, boutique financial services firm based in Gardens, Cape Town, specialising in private client wealth management, investment management, and fiduciary services. Operating as a small, high-performing team, they manage high-net-worth relationships with precision, discretion, and care.
They are looking for a reliable, articulate, and detail-oriented Client Services & Office Administrator who thrives in a close-knit professional environment and takes genuine pride in keeping business operations running smoothly.


This position provides a platform for long-term career development within private wealth management. It balances rigorous financial administration with hands-on office coordination.
Because our client operates as a lean, boutique firm, the role is uniquely varied. You will handle everything from high-level investment documentation to everyday front-of-house duties. No task is considered too big or too small whether preparing regulatory forms for an offshore transfer or warmly welcoming a visiting client with tea and coffee.




Key Responsibilities:
 
Prepare, verify, and process client onboarding packs, FICA/AML documentation, and investment instruction forms.

Liaise directly with clients, banking institutions, investment platforms, and third-party service providers.

Proactively follow up on pending transactions, account openings, and documentation requests to ensure end-to-end completion.

Assist with transactional administration, transfers, and portfolio record updates.

Maintain complete, accurate, and confidential physical and digital client files.
Serve as the first point of contact: manage incoming telephone enquiries and greet visiting clients with warmth and professionalism.

Provide front-of-house hospitality, including preparing refreshments for client meetings.

Coordinate day-to-day office logistics, stationery, courier services, and general office upkeep.

Provide ad-hoc administrative support to the advisory and fiduciary team as needed.





Requirements:

Experience: Minimum of 2+ years of administrative or client service experience, ideally within financial services, wealth management, private banking, fiduciary, legal, accounting, or a related professional services firm.

Communication: Mother-tongue English speaker with exceptional written and verbal communication skills; comfortable engaging with high-net-worth individuals and senior executives.

Location: Residing within an easy, reliable commute to Gardens, Cape Town (proximity to the office is essential for punctuality and long-term continuity).

Attention to Detail: Meticulous approach to documentation, numbers, and system accuracy.

Integrity & Discretion: Utmost honesty and respect for strict confidentiality when handling sensitive client data and financial records.

Process Discipline: Comfortable working within structured compliance controls and repeatable administrative workflows.

Mindset: Proactive and self-motivated with an "all-hands-on-deck" attitude. You genuinely enjoy administration, order, and operational efficiency rather than viewing the role as a brief stepping stone to another discipline.