Head of Administration
Location:Pretoria

Permanent
Purpose statement
Reports to:
1st Level: General Manager
2nd Level: Managing Director

Duties

Responsibilities

Advisory Support
- Adopt a flexible attitude as the role may alter with an ever-changing environment.
- To build and maintain an ongoing relationship with internal and external advisors.
- Setup individual training sessions with current and new advisors to explain and train them on all relevant paperwork requirements and Stock
broker application forms.
- Provide assistance and advice regarding the turnaround time from submitting documents to the physical opening of client share portfoli
accounts.
- Preparation and monitoring of mandates and management fees on various Stockbroking platforms.
- Understand the advisor and client’s needs as to prepare the relevant Stockbroker applications forms and forward it on to the respective
advisor. Continuous follow-ups with the advisor to ensure the advisor understands the process and how to complete the all the relevant
forms.
- Manage and assist the advisors and assistants from the time of submitting applications to the end of opening of an account. (Mandates,
Local Applications, Switches, transfers, withdrawals, Global Applications, Investec CCM accounts, Tax Clearances).
- Regular feedback to advisors and assistants regarding the opening of client accounts.
- Once account is opened, Statement of current holdings that is reflecting as well as confirmation of the type of portfolio, and management fee
is given to the advisor and assistants.
- Send Various Stockbroker statements to advisors and assistants upon request and month end statements are sent on a monthly basis.
- Continuous feedback regarding the status of clients’ accounts is given (when withdrawal instructions, mandate cancellations etc.).

Client Support (Direct Clients)
- Send statements to clients on a daily basis, monthly and upon request.
- Communicate on a monthly basis with regarding the current holding of their portfolios.
- Assisting clients with any and all queries that are sent through via email, or telephonically.
- Proactively manage all clients’ queries and process their requests
- Assisting clients in the process of opening an investment account at EFPC from the start of the process to the end. Assisting them with
understanding on how to complete the forms, and why they must complete all the necessary forms to open their stock broking account.
- To keep and maintain all records of all clients electronically and in hardcopy.
- Update clients portfolio values monthly ie. new clients, cancelled mandates, new assets under Management amounts for reporting and
revenue purposes. (Client List)
- Send any cancellation or withdrawal requests and instructions to Chantal, Puleng and the Asset Management Team so that the necessary
process of invoicing and liquidation of the account can commence.
- Ensure that the clients are aware of the turnaround time that it takes to liquidate the portfolios once they have cancelled their mandates.
- Continuous follow up with Stock brokers to ensure clients liquidation instructions have been processed.

Asset Management Support
- Advising the Asset Management team on the account opening process.
- Instruction to the Asset Management team in the form of a statement and the mandate once an account is opened at the stock brokers.
- Follow up on trade instructions for a new account or adhoc deposits to the Asset Management team.
- Report any errors on the client’s accounts.
- Send statements and reports to the Asset Management team upon request.
- Communicate continuously with the Asset Management Team regarding the accounts of the clients.
- Assist the Asset Management Team in any information required regarding the clients or accounts.
- Send the client list monthly to the Asset Management Team or when requested.
- Notify the team when to stop trading on an account.

Reporting
- Ensuring the client list is updated with new and cancelled clients as well as updating client values at month end which is used in financial
and advisory reporting. (Invoicing for fees, advisor commissions and accurate reporting of departments Assets under management).
- Continuous reporting throughout the month on the position of client in and out flows for accurate reporting and liasing with advisors and
clients as to keep the various involved departments updated at all times with the changes of Assets under management.
- Update daily reports on the out and inflows for the month and give feedback to Management.

General administration
- Work together with assisting Efficient Wealth on the getting the advisors the necessary information regarding their Category 1.8 license.
- Continuous management of 100 client Investec CCM accounts. (the loading of adhoc payment requests, monthly payments as well as
sending updated statements to clients upon request.)
- Opening and closing of client accounts upon client or advisor requests.
- Constant liasing with Stock brokers as to ensure the application forms used to send to advisors and clients are constantly up to date.
- Continuous liasing with Stock Brokers with regards to the client opening process as to give accurate feedback to both clients and advisors.

Job Evaluation
Criteria
Education:
- B Comm. Or similar degree or qualification

Experience Required:
- 3 years’ experience within the financial industry and 2 years’ experience in a managerial role. At least 5 years in an administration role
- FAIS experience
- Experience within a client service environment

Critical Competencies
Knowledge
- Highly computer literate with proven proficiency in MS Office (Word, Excel, Outlook and Power Point)
- Excellent understanding of the financial markets and financial instruments
- Current, relevant experience within a financial services industry as well as a strong understanding of financial markets and financial
instruments
- Aware of and adhere to high standards of work
- Business English

Skills
- Ability to follow through with the Job at hand
- Ability to prioritise your workload
- Ability to use initiative and think “out-of-the-box”
- Able to work under pressure
- Accurate and organized with an eye for detail
- Diligent and thorough
- Excellent communication skills, with excellent command of written and spoken English
- Excellent organizational, prioritization and time management skills
- Excellent problem-solving skills and can do so quickly and effectively
- Friendly, emotionally mature disposition and can be consistently positive in your work environment
- Good problem solving and analytical skills, taking ownership of issues and having the determination to follow things through
- Great attention to detail, are accurate and have a keen eye for noting errors and “fixing” them
- High level of energy and enthusiasm
- Highly organized, methodical and structured in your work
- Pro-active and can foresee the need to act before problems arise
- Provide a professional and appropriate service regarding queries
- Remain focused and client centric
- Self-motivated and pro-active
- Self-starter and reliable at all times
- Strong project management experience
- Strong relationship management skills
- Understanding of how the asset management environment functions

Only short-listed candidates will be contacted