Coordinator / Senior Coordinator – Client Business Services

Job Title

Coordinator / Senior Coordinator – Client Business Services

Department

Mandate Compliance-BG-UK

Overview of Department

The Client Business Services team provides day-to-day operational support across the Client's department, ensuring core Business-as-Usual (BAU) activities, including Document Management, are delivered accurately, efficiently and in line with agreed service standards. The team works closely with Client Services, Business Development, Investment Specialists and other business areas to provide scalable and repeatable operational solutions that improve efficiency, standardise processes and maintain service continuity. The Client Business Services team also supports ongoing process improvements and system enhancements, helping to streamline ways of working and enabling colleagues to focus on higher-value client and business activities.

Purpose of Role

The Client Business Services (CBS) team provides day-to-day operational support across the Clients Department, bringing together Document Management and a range of repeatable operational activities that support Client Services, Business Development, Investment Specialists and other business areas.

The Coordinator / Senior Coordinator will help ensure these services are delivered accurately, efficiently and within agreed service standards.

We are open to appointing at either Coordinator or Senior Coordinator level, depending on the experience and capabilities of the successful candidate. At Senior Coordinator level, the role carries greater responsibility for overseeing and prioritising team activity, improving processes, coaching colleagues and providing day-to-day oversight in the Manager’s absence.

Responsibilities

Operational Delivery

- Deliver a broad range of day-to-day CBS activities, including regular, repeatable and ad-hoc requests, ensuring work is completed accurately and on time.

- Manage work received through the CBS inbox, HighGear and team calendar, ensuring requests are understood, appropriately prioritised and delivered within agreed deadlines.

- Support the delivery of central coordination activities, including meetings, correspondence, mailings, departmental administration and other repeatable services.

- Provide cover across CBS activities as required to maintain continuity of service and respond flexibly to changing priorities.

Document Management

- Support the effective management of client documentation, including scanning, classification, tagging, archiving and identification of superseded documentation.

- Ensure hard-copy documentation is appropriately stored and destroyed in accordance with firm and regulatory requirements, including GDPR.

- Provide guidance and support to colleagues across the business on appropriate document-handling processes.

Central Coordination & Business Support

- Support activities including Due Diligence meeting coordination, Compliance letters, bulk client mailings, Purchase Order administration, Business Continuity activity and data cleansing.

- Build effective relationships with colleagues across Client Services, Business Development, Investment Specialists and other business areas, providing a responsive and dependable service.

Continuous Improvement

- Look for opportunities to improve CBS processes, reduce manual effort and make repeatable activities more efficient and effective.

- Proactively take on new activities and support the introduction of new services and ways of working within CBS.

At Senior Coordinator level, you will also:

- Oversee and coordinate day-to-day CBS workloads, helping to allocate and prioritise work and ensuring delivery remains on track.

- Central administration service for the Purchase Order process within the Clients Department.  Enter the details of the PO onto the Documation system and manage any ongoing queries

- Take greater ownership of key CBS activities and operational processes, identifying issues and escalating where appropriate.

- Implement and refine processes and best practice to improve the efficiency, quality and consistency of CBS services.

- Provide training, coaching and day-to-day guidance to less experienced colleagues.

- Provide oversight of team delivery in the Manager’s absence.

What success looks like :

- Accurate and timely delivery – CBS activities and requests are well organised, prioritised and completed accurately within agreed deadlines and service standards.

- Well-controlled processes – Document management and other operational activities are completed accurately and in line with relevant firm and regulatory requirements.

- Responsive stakeholder service – Colleagues across the department receive dependable, professional and helpful support.

- Effective management of priorities – Competing activities are managed effectively, with potential delays, risks or issues identified and escalated appropriately.

- Continuous improvement – Opportunities are identified to simplify processes, improve efficiency and strengthen the quality and consistency of CBS services.

- At Senior Coordinator level – provides effective oversight of day-to-day delivery, takes greater ownership of improvements and develops the capability of colleagues through coaching and guidance.

Your knowledge and experience:

- Strong organisational skills with the ability to manage multiple activities and competing deadlines.

- Excellent attention to detail and a commitment to accurate, high-quality delivery.

- Strong communication and interpersonal skills, with the ability to build effective relationships with a range of stakeholders.

- Confidence working with systems, processes and operational information.

- A proactive approach to problem solving and continuous improvement.

- Ability to work collaboratively as part of a team while taking ownership of individual responsibilities.

- Experience of operational support, administration, document management or similar activities would be beneficial.
- For appointment at Senior Coordinator level , we would also expect experience of taking greater ownership of operational delivery, coordinating or overseeing workloads, improving processes and supporting or coaching colleagues.

The type of candidate we’re looking for

We’re looking for someone who is organised, dependable and proactive, with strong attention to detail and a genuine focus on providing a high-quality service. You’ll be comfortable managing a varied workload, working across different activities and responding flexibly as priorities change. You’ll enjoy working collaboratively and building relationships across the department, while being willing to take ownership and look for better ways of doing things. For the Senior Coordinator role, we’re looking for someone who can go further by taking greater ownership of team delivery, confidently prioritising and coordinating work, improving processes and helping develop less experienced colleagues.

Critical skills

- Systems thinking

- Improvement mindset

- Data literacy

- Nurture relationships

- Enabling others

Closing Date

November 27, 2026

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At Baillie Gifford, we are committed to fostering an inclusive and respectful culture in which each of our colleagues can thrive and develop. We believe that our clients are best served by a diverse workforce with the experiences, ideas and perspectives that this brings.

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