Administrative & Operations Officer

The company seeks an Administrative & Operations Officer in Lausanne. This mid-level, full-time role handles operations, client service, compliance, and administration within a collaborative, entrepreneurial setting.

This position supports an expanding independent wealth management firm by managing diverse operational tasks. The role covers client servicing, compliance, accounting assistance, and business administration, providing broad exposure to the firm's core functions.

Responsibilities

• Track daily account balances and resolve any discrepancies found.
• Oversee fiduciary deposits and term investments, managing renewals and maturities.
• Keep track of deadlines and pending tasks to ensure timely completion.
• Answer incoming calls and greet clients in person.
• Organise client meetings and keep client records up to date.
• Establish new client accounts and verify that all documentation is complete.
• Process all incoming and outgoing mail.
• Generate and track invoices for client fees.
• Create and manage invoices for banking and commercial partners.
• Calculate and administer introducer and referral commissions.
• Maintain and update KYC and client due diligence files.
• Draft credit proposals, Lombard facilities, and mortgage requests for review.
• Coordinate administrative tasks with banks, insurers, and financial partners.
• Administer the internal portfolio management system (PMS).
• Review tax statements from financial institutions and arrange necessary corrections.
• Prepare and share internal and client newsletters.
• Assist relationship managers in growing client relationships.
• Prepare accounting documents and work with external fiduciaries.
• Help with VAT matters and foreign exchange operations.
• Provide administrative support to senior leadership as needed.
• Support AML and compliance controls, including coordination with external compliance providers.
• Handle office logistics, supplies, and general administrative services.
• Suggest process improvements using AI tools and digital solutions.
• Attend internal and external training to deepen knowledge of the firm's products and services.

Requirements

• Prior experience in administration, operations, client service, or assistant relationship management within wealth management, private banking, independent asset management, family offices, or financial institutions.
• Solid understanding of account opening processes, KYC requirements, and banking operations.
• Strong organisational abilities and keen attention to detail.
• Excellent communication and interpersonal skills.
• Ability to handle multiple priorities in a fast-paced environment.
• Proactive, service-oriented, and solution-driven mindset.
• Comfortable interacting with banks, financial partners, and clients.
• Strong command of French and English.
• Excellent knowledge of Microsoft Office applications.
• Interest in technology and AI tools to improve operational efficiency.
• Swiss residency is required.

Nice to have

• Knowledge of AML and compliance requirements

About the company

The company operates in a collaborative and entrepreneurial environment, fostering teamwork and innovation among its staff.

• Collaborative and entrepreneurial environment