Operations Coordinator

As the Operations Coordinator, you will play a pivotal role in ensuring the smooth and efficient functioning of the administrative operations of our Independent Financial Advisor (IFA) business. You will be responsible for the performance and coordination of the back-office team, ensure compliance with industry regulations and processes, and be instrumental in streamlining processes and systems to support the business in delivering high-quality financial advice to clients.

**Key Responsibilities**:
**Team Coordination**:
Lead and coordinate the back-office support team, ensuring all administrative tasks are completed efficiently and to a high standard.

Monitor staff performance, provide regular feedback, and identify opportunities for professional development.

Manage workloads, holiday approvals, delegate tasks, and ensure appropriate cover during staff absences.

**Operational Efficiency**:
Develop and implement efficient workflows and processes to enhance the back-office operations, including CRM systems, client onboarding, and documentation management.

Oversee the maintenance and updating of client records, ensuring data accuracy and compliance with GDPR regulations.

Identify areas for process improvement and recommend technology solutions to increase productivity and reduce administrative burdens.

**Compliance and Risk Management**:
Ensure the business adheres to FCA (Financial Conduct Authority) regulations and maintain up-to-date knowledge of regulatory changes.

Oversee the preparation and submission of compliance reports and file reviews, ensuring all documentation meets regulatory standards.

**Client Support and Communication**:
Act as a key point of contact for your client bank and assist with delivering the ongoing review service and administrative inquiries, ensuring that all client requests are managed promptly and professionally.

Support the wider IFA team by preparing client meeting packs, gathering necessary information, and ensuring all post-meeting actions are completed.

Ensure that all communications with clients are logged and tracked for regulatory purposes.

**IT Systems and Software Management**:
Oversee the management and usage of back-office systems (e.g., Intelligent Office, Genovo, Dynamic Planner).

Work with IT support to resolve any technical issues and ensure staff are adequately trained on system usage.

Ensure data security and efficient document management across systems and processes.

**Financial Administration**:
Assist with the processing of adviser fees, invoicing, and commissions.

Ensure the timely and accurate reconciliation of income streams and payments from providers.

Work closely with the finance department to support financial reporting and budgeting as necessary.

**Reporting and Performance Monitoring**:
Monitor key performance indicators (KPIs) for back-office operations, identifying areas for improvement and reporting regularly to senior management.

Provide insight into workflow bottlenecks and staff performance and recommend actionable solutions.

**Project Management**:
Lead and manage back-office improvement projects, such as system upgrades, process changes, and compliance updates.

Ensure all projects are delivered on time, within budget, and meet business objectives.

**Skills and Qualifications**:
Experience: Minimum 3-5 years of experience in a similar role within the financial services industry, preferably in an IFA or wealth management environment.

Leadership: Proven history of managing teams and delivering results through others.

Compliance Knowledge: Strong understanding of FCA regulations and compliance requirements in financial advisory services.

IT Proficiency: Familiarity with financial planning software (e.g., Genovo, Dynamic Planner, Intelligent Office) and strong competency in Microsoft Office Suite (Excel, Word, Outlook).

Organisational Skills: Strong ability to manage multiple tasks, prioritise workloads, and meet deadlines.

Attention to Detail: A high level of accuracy and attention to detail in all aspects of work, especially in managing client data and compliance documentation.

Communication Skills: Excellent verbal and written communication skills to liaise with clients, IFAs, and internal teams.

Problem Solving: Ability to think critically and offer solutions to operational challenges.

**Preferred Qualifications**:
Certificate or diploma in financial services or related field.

Experience working with paraplanners and financial advisers.

Familiarity with industry software (such as Intelligent Office, Genovo, Dynamic Planner or equivalent).

Pay: £37,500.00-£45,000.00 per year

Additional pay:

- Bonus scheme

**Benefits**:

- Company pension
- Free parking
- On-site parking

Schedule:

- Monday to Friday

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Financial services: 3 years (preferred)
- Administrative experience: 1 year (preferred)

**Language**:

- English (preferred)

Licence/Cert