Suitability Administrator

About the Business

About the Role

Level: 2
Department: Investment Management
Location: Dublin (Hybrid)
Contract: Permanent

The Suitability Administrator will provide dedicated administrative support to the Investment Management team, helping to ensure that client suitability reviews, trigger-event assessments and related records are prepared accurately, progressed promptly and maintained in line with the firm's procedures.

Working closely with Investment Managers, Investment administrators and relevant control functions, the role will coordinate the end-to-end administration of suitability activity.

The role does not make investment recommendations; accountability for the suitability assessment and recommendation remains with the appropriately authorised individual.

Your responsibilities will include, but are not limited to:

• Maintain the schedule of periodic suitability reviews and trigger events, monitor upcoming deadlines and follow up outstanding actions with the relevant Investment Manager.

• Prepare review packs and supporting documentation, including client information, portfolio details, investment objectives, risk profile, ability to bear loss, investment horizon, income requirements, restrictions and responsible investment preferences.

• Draft suitability letters and related client documentation using approved templates and information supplied or confirmed by the Investment Manager.

• Check documents for completeness, consistency, accuracy and appropriate use of current templates before submitting them for Investment Manager review and approval.

• Identify discrepancies or gaps across client records, application forms, client stories, suitability letters, investment proposals and core systems, and escalate these for clarification or remediation.

• Record completed reviews, client contact and supporting evidence accurately and promptly in CRM and other relevant systems, maintaining a clear audit trail.

• Coordinate the issue of approved suitability documentation to clients and ensure final signed or issued versions are stored in the correct location.

• Support new account openings and material changes by preparing suitability-related documentation and participating in four-eye checks where required.

• Respond to day-to-day suitability administration queries from Investment Managers and colleagues, referring technical or judgement-based matters to the appropriate subject-matter expert.

• Produce management information on review volumes, upcoming deadlines, outstanding actions, exceptions and recurring issues.

• Support Quality Assurance, Compliance, Risk, audit and regulatory information requests by locating records and collating supporting evidence.

• Keep up to date with approved suitability guidance, templates, procedures and system changes, and help communicate or embed changes within the team.

• Take ownership of process improvements that strengthen accuracy, consistency, efficiency and client outcomes, including enhancements to checklists, controls and templates.

• Provide cover and general administrative support to the wider Investment Management team during busy periods, as reasonably required.

• On a daily basis co-ordinate visitors to the office, ensuring they are clients are well looked after. Provide external catering if required.

• Inward and Outward Post / couriers logged and distributed on the day of receipt

• Cheques processed in line with Cheque procedure and on the day of receipt. With relevant logs being kept up to date.

• Ensure all invoices received are processed within 1 working day of receipt and monitor payment. With relevant logs being kept up to date.

• Book travel and process expense claims for senior managers as required and within 3 working day of receipt 

• Maintain up to date filing.

• Assist Marketing, Financial Planners etc with literature requirements and general office paper/stationary needs

Take ownership to suggest and implement improvements in processes, procedures, controls and templates as and when they identify them and deliver training and support on these enhancements to the wider team

Core competencies:

A good working knowledge of Microsoft Word, Excel, Outlook and CRM systems is required. The successful candidate should be comfortable managing trackers, working with detailed client information and learning new systems and processes.

About You

 We are looking for someone who is organised, dependable and comfortable working with detailed information in a deadline-driven environment.

• Previous administration experience in an office environment; experience in financial services, wealth management, pensions or investment administration would be beneficial.
• Strong attention to detail and a methodical approach, with the ability to identify inconsistencies and follow matters through to resolution.
• Excellent written communication skills and the ability to prepare clear, accurate and well-presented client documentation.
• Strong organisational and time-management skills, with the ability to prioritise competing deadlines and maintain accurate trackers.
• Confidence working collaboratively with Investment Managers, administrators and colleagues across Risk, Compliance and Quality Assurance.
• Ability to work independently, use sound judgement within defined procedures and escalate promptly when information is incomplete or unclear.
• A positive, client-focused approach and a willingness to learn and respond constructively to feedback.
• A relevant degree or further education qualification is preferred but not essential. A financial services qualification, or willingness to work towards one, would be advantageous.

#LI-VS1 #QC

Inclusion & Diversity

We value diversity and strive to promote inclusivity in all aspects of our culture. We believe in equal opportunities for all, ensuring that no applicant encounters less favourable treatment based on anything but their skills, qualifications, experience, and potential. We celebrate the unique contributions of a diverse workforce and create a respectful, nurturing environment where every colleague can thrive.

Values

Do the right thing: We act with integrity and are proudly committed to going above and beyond in service of our clients and the support we provide our communities.
Always curious: We continuously seek new ideas and knowledge so we’re one step ahead of our clients’ needs. We look for inspiration everywhere and encourage experimentation, recognising that this is how we create brilliant solutions for brighter futures.
Embrace challenge: We aim high to transform our potential into meaningful outcomes. With ambition as our driving force and a steadfast commitment to growth, we succeed for the good of every generation.
Stronger together: Combining our diverse talents, we accomplish more collectively than we ever could do alone. We speak openly, actively listen, and support each other, and constructively challenge and embrace new ideas. We seek empowerment and demonstrate ownership and trust, with the confidence to make impactful decisions.

Core Benefits

Holiday: 182 hours (26 days)

Quilter Incentive Scheme: All employees are eligible to participate in incentive scheme, to incentivise business performance and their contribution.

Pension Scheme: A non-contributory company pension scheme that can be boosted through personal contributions.

Private Medical Insurance: Single cover as standard with options to increase cover to include your partner or children.

Life Assurance: 4x your salary.

Income Protection: 75% of salary, less state benefits, payable after 26 weeks of absence.

Healthcare Cash Plan: Jersey employees only

In addition to our core benefits, we offer a range of flexible benefits to UK employees that you can choose from and pay for conveniently via a salary deduction.