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.