About the position
Our client, with a national footprint, has an Administrative Assistant position available. Your:
Formal Education:
- Matric and relevant industry-related degree
Experience:
- A minimum of five years relevant experience in the financial services industry
Critical Competencies:
- Knowledge
- Administration
- Technologically literate (MS Office, Excel)
- Good internet skills – email program
- Principles of sound English and Afrikaans
will enable you to:
People:
- Proactively manage all client queries and process their requests accurately and with due care and diligence;
- Interact with clients, staff and stakeholders;
- Regular interaction with clients, colleagues and management to ensure the effective and efficient delivery of administrative and planning requirements.
Processes:
- Arrange and finalize all repurchases, loans and surrenders and replacements;
- Monitor maturities and report back to the advisor;
- Arrange appointments and manage the advisor’s diary, ensure reviews are set-up;
- Arrange flights and transfers for advisor when travelling to client visits;
- Arrange invoices and quotes where applicable;
- Timeously arrange for applications and switch forms and ensure documents are complete and accurate;
- Submit new business timeously and accurately and follow up on the process;
- Provide daily feedback to advisor on all business in process;
- Manage and drive outstanding requirements i.e. medicals, questionnaires, FICA documents and anything material to the case;
- Ensure that all instructions are received and processed by product providers, and that processing takes place within reasonable SLA turn-around times;
- Assist with the planning where advisor markets his services;
- Gather and prepare information for client meetings, including but not limited to initial meeting and client reviews;
- Ensure processes set by head office (expense claims, application for leave etc.) are followed, and act as facilitator for information and documents to flow between offices;
- Ensure correct broker code allocated to clients, keep records of any changes;
- Handle or facilitate the resolution of all queries received within 24 hours or at earliest possible time;
- Responsible for ensuring all FAIS and FICA compliance documents are on record, monitor and assist advisor with compliance requirements and submission thereof on audit;
- Scan to file all new and existing business documents in client folder;
- General office duties which include but are not limited to filing, scanning, printing, ordering stationary and any other duties which may be associated therewith;
- Assist in building client relationships by prompting advisor to contact clients on their birthdays and important events;
- Be telephonically available for client queries, and act as initial point of contact for client queries, including re-directing callers as appropriate, undertaking action required, and carry out resulting follow-up work;
- Develop, implement, and maintain an appropriate filing and recording system – both hardcopies and electronically;
- Ensure that investments and assets under management and the recording thereof are kept up to date and current and send out statements on a quarterly basis at minimum;
- Ensuring that income reviews and annual reviews are diarized and review processes are accurately and timeously processed;
- Ensure that the clients receive the monthly newsletters and keep the client contact details updated to ensure they receive correspondence
- Responsible for the management of presentation projects which will include arranging presentations in conjunction with head office, completing registration packs, and making appointments for the advisor as well as necessary follow up thereof;
- Responsible for the management of Employee benefit presentation projects which will include corresponding with potential and existing clients, gathering of details in order to obtain quotations, obtaining quotations from service providers, arranging presentation in conjunction with head office and clientele, completing registration packs, and making appointments for the advisor as well as necessary follow up thereof;
- Responsible for the management of Employee benefit review presentation projects. Which will include corresponding with existing clients, arranging presentations in conjunction with head office and service providers, gathering and preparing client statements and making appointments for the adviser as well as necessary follow up thereof;
- Continuous engagement with Employee benefit clientele. Including engagement with employer and members when necessary. Assisting employers with claims, withdrawals, underwriting requirements, transfers and general administrative queries towards the Employer provided scheme, while simultaneously providing the adviser with constant feedback;
- Setting up of appointments with members from Employee benefit clientele that are about to or have retired or resigned. Including preparation of files for these appointments;
- Following up with Employee benefit clientele to ensure contribution allocation are made to funds as needed and on time;
- Ensuring client data and adviser appointment letters are finalized and fees are being allocated to the adviser;
- Loading of clients onto CRM system;
- Loading of Client information onto Financial Needs Analysis program and providing a sensible financial plan for perusal and approval by the financial planner and effecting necessary changes thereto;
- Following up on outstanding client contributions & non-adviser queries, where applicable to clients.
Technology:
- General efficient operation of all resources to support the administrative business process;
- Responsible for loading information on ECRM as required for reporting and feedback, e.g. leads;
- Responsible for generating a sensible Financial Plan on the FNA Program or Tool
- Ensure that all client information is maintained on the client relationship management system;
- MIS and commission management and reporting;
- Efficiency in service provider online systems to generate quotations, draw statements, give feedback on client queries and in preparation of new business and review appointments;
- Data maintenance and matching.
Desired Skills:
- SENIOR
- ADMINISTRATIVE
- ASSISTANT
