Recruiter:
SUMMARY:
Leading organisation within the “financial services” industry requires an experienced Personal Assistant for a Broker based at the Menlyn, Pretoria branch. PA / Admin experience within the Insurance / investment industry is essential to have.
POSITION INFO:
Applicants must live within a 20 km radius from Menlyn, Pretoria
Matric is essential
Qualification in investments / financial planning / business management would be an advantage
Minimum of 3 – 5 years experience within the financial services industry is required (investments, life insurance or short term insurance)
Individual must be fully bilingual in English and Afrikaans
Knowledge of the Financial Services Industry is essential
FAIS and FICA knowledge required
Client Services
Take full responsibility of the implementation of administrative processes and controls in the practice (including all transactions, queries, reporting for client investments )
Liaise between Financial Planner and Service Providers
Will be required to follow the formal complaint resolution process
Preparation of all review packs / documents for Planner to engage with clients as agreed per client relationship mandate.
Preparation of all documentations and requesting comparative quotations from the various Product / Service Providers.
Client Records
Capturing of client demographic data on relevant client management tool to create client records
Ongoing maintenance of client data on client management tool to ensure data integrity at all times
Collation of all client related information and preparation of documentation for engagement between Financial Planner and client
Preparation of client portfolio’s using Astute and / or product provider information
Providing an ongoing service and maintenance support function to the Financial Planner and his / her clients
Ensure proper record keeping in line with business rules and where relevant, legislation
Transition and Commission flows
Manage all administration relating to client transfers
Understanding Financial Planner clients and the policies they hold
Preparation of client presentation packs following the guidelines and principles of the product provider matrix
Checking of transition documentation to ensure completeness and accuracy in alignment to relevant client file checklist
Submission of intermediary appointment notes to relevant product providers
Monitoring the submission of intermediary appointment notes to ensure amendments are processed, clients are moved to the licence group and that where relevant, ongoing fees are received
Upload scanned copies of all documentation including relevant client file checklist
Liaise with product providers regarding commissions / fees to be paid to the Financial Planner
Distribute Transition communication(s) to clients as stipulated in the client management plan
Distribute communication(s) to clients as requested by the Financial Planner
New Business and Commission flows
Administration relating to new business transactions
Preparation of client presentation packs for Financial Planner engagement to ensure that the Financial Planner can finalise the transaction during the engagement (there should be no need to return to client’s where documentation was omitted from the pack).
Preparation of all documentation up to signature stage.
Requesting all comparative quotations from the various Product / Service Providers
Checking of new business documentation to ensure completeness and accuracy in alignment to the client file checklist and business processes
Submission of new business application(s), together with supporting documentation to relevant product providers
Monitoring the underwriting and acceptance of new business transactions
Arranging medicals for clients where required and follow up on outstanding requirements to ensure new business transactions are accepted speedily
Upload scanned copies of all documentation
Liaise with product providers regarding commissions / fees to be paid to the Financial Planner
Distribute New Business communication(s) to clients as stipulated in the client management plan
Distribute communication(s) to clients as requested by the Financial Planner
General Office Management
Attend to all technology issues experienced by the Financial Planner and facilitate the solution – liaison with Old Mutual Wealth support desk etc.
Submit orders for stationery, business cards, marketing brochures, client folders etc. to the Operations Support Manager timeously to avoid running out of stock
Maintain an accurate diary system
Ensure proper record keeping in line with business rules and where relevant, legislation
Marketing Support
Regional event assistance and organisation of smaller client events -booking venues, RSVP management, event management etc
Representing the Financial Planner at client events
Representing the business at client events where required
Office Management
Support with general office management tasks including reception, facilities, diary management, stationery management etc.
Excellent verbal and written communications skills
Customer centricity – passionate about client service
Excellent organising and planning ability
Problem solving skills
Deadline driven
Relationship management skills
Assertiveness
Proactive & resourceful
Resilient under pressure
Ability to multi-task
Methodical, accurate and detail conscious
Maintains confidentiality
