Client Administrator


Job ID:



Albany, NY 


Financial and Accounting


per year



Job Description:

The Client Administrator (CA) is accountable for assisting a Senior Institutional Advisor (SIA)/Relationship Manager (RM), and other SIA/RM, as needed within the Institutional Advisors team. The CA will administer an IA book of institutional relationships with emphasis on client service and daily administrative duties. The CA must develop and maintain in-depth knowledge of IA products and services and keep clients informed of new products and related improvements, while supporting SIA/RMs in retaining clients and identifying areas to improve existing relationships and processes.
The CA is the first point of contact with institutional clients' front office staff, or backup to an SIA/RM for all servicing needs and inquiries, including actual transaction execution and processing. The CA may independently ensure that client inquiries are resolved in a timely manner and is comfortably, accurately, and appropriately communicating with clients and third parties. The CA is also responsible for independently monitoring the accounts to ensure compliance with KeyBank policies and procedures as well as regulatory guidelines.
The main focus of administrative activities relate to client satisfaction/consulting and oversight responsibilities associated with all legal, ERISA, reporting aspects and client issues/resolution involving the following: trust/custody, benefit disbursements, investment management, and commercial bank account services/activities, as well as maintaining the integrity of associated compliance aspects. The CA proactively services assigned clients by maintaining a high standard of quality regarding the delivery of all client services, in addition to being accountable for the retention and growth of the book of business.

  • Work in partnership with a Senior Institutional Advisor/Relationship Manager to service and monitor an assigned group of accounts to ensure timely and accurate processing of client directed trades and transactions and the required financial reporting.
  • Demonstrate knowledge relating to the institutional trust/custody client needs and IA product offerings.
  • Demonstrate operational effectiveness and efficiency (ex. Account Onboarding, asset collection, alternative assets, pension payment system, client & file system maintenance, etc.)
  • Processes, on daily basis, various cash processing transactions including: wire transfers, preparation of checks, transfer of cash, deposit of funds, and executes securities trading.
  • Strives to eliminate all charge-offs and cash processing errors by making sure that the execution of all cash processing transactions are in accordance with existing procedures.
  • Reviews and manages daily cash reports for cash overdrafts and uninvested cash, as well as making sure that the cash is invested appropriately.
  • Assist in coordination of all KeyBank service issues across all product lines to ensure that delivery of products and services meets or exceeds client expectations.
  • Partner and collaborate with KeyBank support service teams to provide high level service and support to clients.
  • Develop relationships with clients and their service providers, such as consultants, third-party plan administrators, accountants, auditors, outside RIA's, etc.
  • Read and understand standard institutional client trust/custody agreements and documents for administrative and fiduciary purposes.
  • Client Experience - maintain excellent client service standards through proactively attending to client requests as a professional liaison with clients and business partners. A positive client experience should show in client retention figures.
  • Maintain an understanding of relationship requirements and work towards minimizing an eradicating trust/custody and commercial banking issues, including legal documentation, audit, and compliance requirements.
  • Mitigate risk by servicing assigned institutional client relationships in compliance with KeyBank policies and procedures, as well as with regulatory and legal requirements.
  • Participate in IA product development evaluations and projects - bringing industry knowledge and expertise.
  • Develop and recommend administrative service action plans for each client in order to retain and grow assigned book of business to improve profitability margins and to assist in cross selling KeyBank products and services.
  • Prepare various reports, correspondence, technical documents, and special projects and requested.
  • Assist in preparing client presentations as needed.
  • Monitor and assist with coordination of new relationship transitions and/or account restructuring.
  • Seek guidance/direction from SIA/RM on complex issues and keep SIA/RM aware of any existing or potential problems in relation to their accounts and work with the SIA/RM to resolve.
  • Act as liaison within KeyBank to represent clients' needs and views and exercise sound judgment balancing the clients' requirements with KeyBank's best interests.
  • Leads by example and demonstrates client focus and teamwork towards both clients and KeyBank employees.
  • Build and maintain effective working relationships with other team members to ensure high quality and timely administration of assigned fiduciary accounts.
  • Work with IA Portfolio Managers to ensure that client investment expectations are met.
  • Perform/participate in client relationship reviews.
  • Analyze, interpret, and maintain legal documents for client relationships.
  • Assist clients with required reporting to various government agencies (i.e. DOL, PBGC, IRS, etc.).
  • Identify improvement opportunities with internal support units, investment management, or other KeyBank business units, and proactively advise IA clients on effective operational, or investment processes and solutions.
  • Participate in the Request for Proposal (RFP) process involving existing relationships or development of new IA opportunities.
  • Provide back up to other CAs or assigned RM(s).
  • Assists with processing check deposits, sort and review mail for team.
  • Identify and recommend new business, new revenue, or profitability plans for existing accounts.
  • Support sales efforts by participating in RFP responses and finalist presentations.
  • Assist in product development evaluation and projects on an as-needed basis.
  • Develop references from relationships: clients and their service providers, i.e., consultants, third-party plan administrators, attorneys, accountants, auditors, outside R1A's, etc.
  • 5 to 10 years industry experience working with corporate, non-profit, public fund and/or Taft Hartley clients in administrative capacity or other client service roles.
  • Demonstrated strong client service skills.
  • Securities processing and bank operations knowledge.
  • Excellent analytical, communication (oral and written), interpersonal and problem resolution skills.
  • Undergraduate degree in business-related field or equivalent work experience.
  • Strong PC skills, especially Excel, Word, and PowerPoint.
  • Competence with trust/custody, pension, securities lending, commercial banking, operating fund, and charitable plan client needs.
  • Client consultation/advocate background.
  • Securities processing and bank operations knowledge.
  • Graduate degree or other pension/retirement certification.
  • Public speaking experience.

KeyCorp is an Equal Opportunity and Affirmative Action Employer committed to engaging a diverse workforce and sustaining an inclusive culture. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.
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