About the position
Our client in the financial services industry is currently looking to appoint an Administrative Assistant, to be based in Port Elizabeth.
A wonderful career opportunity awaits you.
MINIMUM REQUIREMENTS:
- Matric.
- Tertiary qualification will be beneficial.
- At least 3 years’ administrative experience.
- Excellent computer literacy (Microsoft 365, SharePoint, One Drive, Teams, To-do/ Planner, Adobe, X Plan, Canva).
- Exceptionally strong admin skills.
- Super efficient and organized.
- Strong Written and Verbal Communication Skills.
- Meticulous Attention to Detail.
- Sunny Disposition.
- “Can Do” attitude.
- Progressive and Embraces change.
- Flexible and Hard Working.
- Works well under pressure.
- Can Multi-task.
RESPONSIBILITES:
Administration:
- Overall administrative duties with regards to new and existing business for brokers.
- Preparation, summary and administration of quotes and client portfolio updates.
- Capturing of details onto the new business register and submitting new business applications.
- Run due diligence process on a client.
- Book and prepare review client files. Make sure all reviews are complete and monthly review targets met.
- Meet with Brokers to determine how many reviews are required for the month and set targets.
- Handle client queries timeously and effectively and follow up with all outstanding matters.
- Submit all investment applications.
- Keep updated registers of all processes and procedures, including flow charts.
- Responsible for compliance checks and implementation on files.
- Weekly updates and communication with regards to lapses / outstandings or missed premiums.
- Maintain and update the overall CRM System, including X-plan and making sure it is current, correct and updated.
- Ensure that all documents, corporate files and filing are always up to date and filed systematically.
- Open new files for potential new clients (digital).
- General Servicing - Amendments and submitting of all investment applications.
- Liaise with Broker consultants, accountants, attorneys, business bankers & medical professionals.
- All business document templates to be kept updated, as well as the office asset register.
- Keep copies of all policy records and contracts and ensure that copies are sent to clients.
- Overall telephone / administrative and office support duties for Brokers and Management.
- Assist with General Office duties, such as software back up and updates, printer, overseeing of office stationery orders and assistance with marketing and client / stakeholder relationship building.
- Aiding in the continuous development of the company, including meeting weekly tasks / goals and updates.
- Overall office support for the smooth running of the day-to-day operations of the business.
- Answering the telephone and transferring of calls and message taking where needed.
- Weekly reporting on compliance, reviews, client communication, arrear premiums and lapses.
- Keep Brokers and management informed at all times of any client queries / challenges / problems.
- Assist, upskill and communicate any new areas with regards to X-plan or Office 365 or products, etc. where the Brokers or team can benefit from.
- Welcoming of clients expected by Broker when arriving and offering tea / coffee.
Compliance:
- Updating of all documents, including client and compliance packs and all relevant business forms / applications and policies.
- Updating Directors on Compliance audits and what is outstanding, including training / CPD points.
- Weekly compliance updates and X-plan reports.
- Addressing compliance related queries from within the business.
- Creating a compliance culture within the business.
- Advising business (brokers and management) on regulatory changes which may impact compliance management within the business.
- Management of compliance functions where applicable, and working with the external compliance.
- Keeping Compliance SharePoint / One Drive up to date and relevant at all times, including the Administration Share Point Site.
Communication:
- Service clients - Email, face to face and telephonically.
- Communication – overall communication with clients.
- Keeping of client records updated at all times, including suppliers contacts and contracts.
- X-plan to remain updated and relevant with client details and information at all times.
- Office 365 – Keeping up to date where necessary on all areas and updating of pages / documents / webparts.
- Assist, upskill and communicate any new areas of development of plug-ins with regards to X-plan or Office 365 or products, etc. where the Brokers or team can benefit from.
- Keeping up to date with all relevant software X-plan with continuous personal development and upskilling of team.
Please note should you not receive a response within two weeks of applying you may assume that your application was unsuccessful.
Desired Skills:
- Admin
- X-Plan
- Adobe
- Administration
- Compliance
- Client service
- CRM
