ABOUT US

Day Cooper Day Ltd is a professional and client-focused financial firm dedicated to providing high-quality services. We are looking for a proactive and detail-oriented Operations Administrator to join our team. This role is essential in ensuring smooth office operations, supporting both client administration and office management functions.

KEY SKILLS & EXPERIENCE

• Previous experience in an office administration or client support role essential
• Strong organisational skills with the ability to manage multiple tasks effectively
• Excellent communication skills, both written and verbal
• High attention to detail and accuracy
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Experience handling confidential information and maintaining data security
• Ability to work independently with initiative and as part of a team
• Problem-solving skills and a proactive approach to administrative tasks

ROLE OVERVIEW

Reporting to the Business Administration Manager, the Operations Administrator will be responsible for a combination of client service support and office administration. This role requires strong organisational skills, attention to detail, and the ability to multitask effectively in a fast-paced environment.

CLIENT SUPPORT DUTIES

• Handling client communications and assisting with customer service queries
• Arranging client document certification and managing regulatory compliance
• Monitoring HMRC registrations and ensuring registrations with the Information Commissioners Office and The Pensions Regulator are kept up to date
• Conducting client electronic KYC checks and daily PEP & sanction monitoring
• Assisting with wind-ups and scheme name change processes, including database updates
• Drafting non-complex annual Pension Scheme Return packs and monitoring completion
• Managing billing processes, including amending and issuing invoices
• Adding clients to the direct debit system and processing payments
• Managing banking tasks, including daily bank feed uploads, high-value payment verifications, cheque banking, and PAYE payments
• Processing online cash transfers on the Origo system and responding to simple additional information requests
• Monitoring provider requirements and handling valuation requests

OFFICE MANAGEMENT DUTIES

Welcoming guests and providing front-of-house support

• Sorting, scanning, and recording incoming and outgoing post
• Monitoring delivery of special and recorded mail, arranging courier services
• Maintaining client filing systems and organising office documents
• Answering and fielding telephone calls professionally
• Managing the Team and Operationsmailboxes, sorting and allocating tasks as needed
• Overseeing office consumables, ensuring appropriate stock levels, and placing orders
• Coordinating AML certification and ensuring sufficient signing mandates and AML materials are maintained
• Supporting the Business Administration Manager with meeting and event preparation
• Conducting daily “locking up” checks and training new joiners on office security procedures as and when required
• Acting as first aider and/or fire marshal for the office