Specialist Administrator - Wilmslow

Equilibrium is more than just a Chartered Financial Planning company - were an award-winning, independent firm based in Handforth, Cheshire, with one clear purpose: making peoples lives better. Whether its our clients, our team, our community, or anyone who crosses our path. We b ...

Job description

Equilibrium is more than just a Chartered Financial Planning company - were an award-winning, independent firm based in Handforth, Cheshire, with one clear purpose: making peoples lives better. Whether its our clients, our team, our community, or anyone who crosses our path. We believe in creating a positive impact in everything we do. Plus, were proudly managing over £1.3bn in assets for our clients. Ready to be part of something big? This is where it all happens

Finding the right people is the secret to our success. We're incredibly proud of our amazing team and their dedication to excellence. Join us and you'll enjoy fantastic benefits, a challenging, exciting role, with boundless opportunities for growth and development. Were serious about what we do, we dont take ourselves too seriously though, and make time for fun along the way too

The Specialist Administrator sits within Equilibriums Transformation team and is designed for an experienced financial services administrator ready to step into a role with genuine ownership and accountability. Distinct from a traditional administrative position, the role operates autonomously and is responsible for the accuracy, integrity, and effective use of client and business data across our back-office systems. Acting as the link between external providers and internal teams, this trusted position requires sound judgement, attention to detail, and ownership for outcomes, ensuring Financial Planners, Client Managers, and the wider business can rely on accurate, up-to-date information at all times.

To achieve this, our Specialist Administrator will:

• Hold clear accountability for the accuracy, completeness, and integrity of client portfolio data within back-office systems, proactively managing updates, reconciliations, and corrections without reliance on oversight or escalation.
• Independently plan and deliver the monthly valuation cycle for non-integrated providers, managing deadlines, provider engagement, and system updates to ensure data is accurate and available when required.
• Maintain end-to-end responsibility for client portfolio records, including the setup of new assets, ongoing maintenance, and closure following sales or transfers, with a strong focus on data quality and audit readiness.
• Manage the accurate processing and recording of transactions including investments, withdrawals, and regular contributions, applying experience and judgement to identify and resolve discrepancies or exceptions.
• Act as the internal subject matter expert for provider administration, developing deep knowledge of provider systems, access routes, and processes, and determining the most effective way to obtain information.
• Take ownership of provider portal access and credentials, ensuring secure access, continuity of information, and minimal dependency on others to retrieve critical data.
• Lead on workplace pension administration activity, including managing letters of authority and provider engagement, taking responsibility for progress, follow-up, and outcomes.
• Administer charitable trust activity and company investments with full accountability for accuracy, timing, and record keeping, operating confidently within governance and control frameworks.
• Provide high-level administrative support to Financial Planners, technical specialists, and report writers, anticipating information requirements and ensuring systems support efficient, high-quality client outputs.
• Work closely with the finance team to source, validate, and provide provider fee and income information, taking responsibility for data accuracy and resolving discrepancies proactively.
• Continuously review operational processes and data flows, identifying inefficiencies, risks, or recurring issues and taking ownership for improving how work is done.
• Manage workload autonomously, balancing cyclical operational responsibilities with ad-hoc demands, and ensuring priorities are met without the need for day-to-day direction.

Experience

Experience within a financial services administration role is essential, with the capability to operate with a high level of ownership and accountability.

At Equilibrium, we live our values through the following:

• Integrity we treat everyone with respect, take responsibility for ourselves and what we do, and are open and authentic in all of our dealings
• Growth we foster a growth mindset, with a curiosity and desire to learn and grow both professionally and personally
• Simplicity we look for the clearest path to the best outcome, being adaptable in our approach. We are clear communicators with the ability to land a message appropriate to our audience
• Excellence we will consistently work to high standards, showing great care and attention to detail in everything that we do

So why join us?

At Equilibrium, the work environment is fast-paced. We have a hard-working, energetic team, who adapt to change easily. We are a friendly and supportive bunch, and Equilibriums culture is rooted in fun, collaboration, learning, and growth. We strive for excellence, setting high standards, while fully committing to supporting and nurturing your development, which means we expect your best but well also give you ours.

Helping people live the lives they want to live, look after those they love, and leave powerful legacies is part of the day job. We genuinely want to help create more choices and more freedom for our clients, ultimately making their lives, and the lives of those around them, better.

To support our team's development, we cover the costs of study materials and exam fees for relevant qualifications. Additionally, we offer paid study and exam leave.

We offer an exciting, performance-driven bonus of up to 7%, designed to reward the entire team for successfully completing projects and achieving key milestones. Our team oriented incentive recognises collective effort and results, ensuring everyone shares in the success.

To ensure a healthy work-life balance, we offer a generous annual leave package. We also offer a flexible working framework, allowing team members to work from home when appropriate and where reasonable, flex their work hours, in line with business requirements.

We also provide the benefits youd expect from an award-winning company such as bonuses, pension, death in service, income protection and more.