Role Overview:
This newly created role sits within our client's Finance and Administration team and works across various departments, including Business Development and Trust Services. The position has been introduced to support the company's continued growth and to allow internal teams to focus more on strategic initiatives. The Data Administrator will play a key role in ensuring the timely, accurate input and ongoing management of client data using the CRM system,Wealth Sphere.
The primary responsibilities include onboarding new clients, managing entity and asset data, maintaining up-to-date records, and resolving data inconsistencies in collaboration with internal stakeholders.
Key Role Elements
New Client Onboarding
- Input data for new clients and prospects into theWealth Sphere CRM system, including uploading all required due diligence documentation.
- Set up new entities, billing preferences, and communication settings in the system.
- Communicate with internal teams to flag missing information and assist in resolving data entry issues.
- Support Business Development team by relieving them from administrative data-related tasks so they can focus on growth activities.
Management of Bank and Investment Data
- Coordinate loading and reconciliation of investment data files into the asset module of Wealth Sphere.
- Upload bank account data files and support bank reconciliations across approximately1,400 active client entities.
- Collaborate with the Trust Services team on client data needs related to bank accounts and investments.
Maintenance and Updating of Client Data
- Input updates and changes to client information within the CRM system.
- Assist in cleaning and enriching data using internally developed inconsistency reports and analysis tools.
- Review and update document names, asset details, and other attributes in the system.
- Support the system-side termination process for closing or deactivating client entities.
Personal Attributes
- Strong attention to detail and high level of accuracy
- Ability to work both independently and as part of a team
- Proactive and solution-oriented mindset
- Fast learner, especially when working with new systems or tools
- Strong sense of integrity and professionalism
Analytical Thinking and Problem Solving
- Ability to identify discrepancies in data and propose corrective actions
- Comfortable navigating structured data and working through resolution processes using internal tools
- Experience reviewing and processing moderately large data volumes (approx. 40 new entities monthly)
Communication
- Clear and effective communication skills
- Proficient in written and verbal English
- Able to collaborate with team members from both Business Development and Trust Services teams (NZ-based)
- Familiar with Microsoft Office Suite, Outlook, and Teams
Required Experience
- Prior experience in data entry, data cleansing, or CRM data management
- Familiarity with client onboarding processes, document handling, and structured data input
- Preferred experience in CRM or fiduciary systems (experience withWealth Sphereis a plus but not required)
- Experience working in trust and corporate services or financial data administration is advantageous but not mandatory
- Strong aptitude to learn industry-specific systems and concepts
- Experience withweb-hosted platforms(especially CRMs) is highly valued
IT and Systems Requirements
- Laptop with Intel i7 or equivalent processor
- Suitable home workspace withdual screens(minimum 15 each)
- Fibre broadband or Starlinkinternet connection required
