Job Title Client Services: Administrative Support
J
Location Pretoria
Employment Permanent

Purpose statement
Provide administrative competence to ensure professional onboarding and exits of financial advisors and be responsible for a number of general office administration functions.

Reports to:
1st level: Head: Integration and Client Services
2nd level: Head of Operations

Primary KPAs
1) Onboarding Process
2) Transfer Process
3) General liaison
4) General office administration, register maintenance and projects


Administrative Processes
Onboarding:
- Manage the Due Diligence process in line with the standard operating procedures
- Manage the Pre Take-on process in line with standard operating procedures
- Manage the Post Take-on process in line with standard operating procedures
- Manage the compliance requirements to compliance division
- Obtain complete advisor client lists, ensure import process on Commsplit is done
- Manage the client communication process to clients with the marketing division (content, deadline and feedback)
- Provide weekly feedback to HOD

Transfer process
- Manage the commission transfer process (internal, external, new onboarding and existing) in line with the standard operating procedures
- Book acquisitions (administrative support in line with the operating procedures)
- Manage the client communication process to clients with the marketing division (content, deadline and feedback)
- Liaise with all parties involved (Reps, product providers and commissions)
- Manage, update and implement changes to documents to ensure document integrity
- Manage the detailed recon following the transfer process and queries relating to it
- Provide weekly feedback to HOD

General:
- Attend to all advisor enquiries with correct, quick and efficient support
- Manage and maintain product provider contracts as per the standard operating process
- Arrange/courier business cards and marketing material as needed
- Manage the stationary in the office
- Manage the printer in the office
- Attend to the monthly B-Logic email address recon for billing
- Manage the communication groups with marketing
- Keep track of and reconcile the company’s monthly courier allocations for payroll
- Keep all relevant agreements and IFA registers up to date (Bookbuy Register, Product Provider Register, New Advisor Kickstart Sheet and Rep Register)
- Do the monthly operations report update
- Assist with general projects from various departments
- CCM Back-up
- Attend to any divisional support activities as may be required and requested from the head of your division


Job Evaluation Criteria Formal Education
Matric
Relevant tertiary qualification (diploma/certificate)

Experience:
This position requires at least 2 - 4years related working experience in an administrative support role in the financial services industry. The work includes process driven routine work with a lot of direct contact with financial advisors. The ability to communicate freely and fluently is essential.

Critical Competencies Knowledge
- Fluent in English and Afrikaans (speak, read & write).
- Computers and programs - excellent knowledge of MSOffice (Word, Excel and Outlook).
- Clerical – intermediate administrative and clerical procedures such as word processing, managing files and records, populating registers, dealing with suppliers, ordering office supplies.


Skills
- Advanced communication skills (listen, analyse and convey information).
- Professional telephone manner and client relationship skills.
- Very organized and detail orientated.
- Be able to work in a fast-paced environment.
- Ability to work independently, prioritize work and meet deadlines.
- Problem solving skills – routine problems need to be addressed with urgency
- Excellent attention to detail.

Only short-listed candidates will be contacted