Role Overview:
As the Admin Assistant, you will play a key role in providing secretarial, administrative, and client service support. You will work closely with the financial planners and the team to ensure smooth operations and high-quality service delivery for their clients. This is a multi-faceted role, ideal for someone who thrives in a fast-paced environment and enjoys taking ownership of tasks and processes.
Key Responsibilities:
- Be the initial point of contact, managing incoming calls and appointments.
- Manage and maintain the advisors' calendars and ensure timely scheduling of meetings.
- Act as a point of coordination for all administrative needs within the team.
- Deliver administrative requirements efficiently and within set timelines.
- Oversee general office management duties, including maintaining stock of stationery and consumables.
- Proactively manage client queries, ensuring all client-related tasks are followed through to completion.
- Verify that all documents and communications sent to clients and service providers are accurate and up to date.
- Follow up on client transactions, implementation of new business, and ensure deliverables are met in a timely manner.
- Track and manage outstanding client deliverables and ensure clients are kept informed throughout the process.
- Ensure amendments to financial products (investments, insurance policies, etc.) are processed accurately and confirmed with the client.
- Assist with claims (Medical Aid, Gap claims, Life Cover, and Short-term Insurance).
- Use the CRM system to capture workflows, tasks, and client interactions.
- Ensure that workflows, protocols, and systems are efficient and aligned with business needs.
- Champion the adoption of new technology and process improvements to increase business efficiencies.
- Ensure FAIS and FICA compliance of all CRM and hard copy files.
- Maintain and store all documents digitally and ensure records are up to date for internal audits.
- Keep compliance registers updated and assist in audit preparations.
Candidate Requirements:
- Matric or higher qualification.
- Fluent in both English and Afrikaans.
- Minimum of 5 years experience in a financial planning practice, administering a wide range of financial products, and assisting financial planners.
- Proficient in MS Office Suite.
- Service provider system knowledge is advantageous.
- Previous experience in a holistic financial planning environment is required.
Only shortlisted candidates will be contacted.
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