Pa Administrator for Financial Planner

2 weeks ago

Cape Town, Western Cape, South Africa Ultra Personnel Full time
Matric essential
Qualification in investments / financial planning / business management or similar, would be an advantage
Minimum of 2-4 years experience in a client services role within the financial services / wealth management industry is essential

Computer literacy:
Microsoft Office

Excellent verbal and written communications skills
Customer centricity passionate about client service
Knowledge of the Financial Services Industry
FAIS and FICA knowledge required
Take responsibility for overseeing the administrative and operations function around client service for the Financial Planning Partner
Liaise between clients, management and head office

Client Services
Take full responsibility for the implementation of administrative processes and controls in the practice (including all transactions, queries, reporting etc)
Liaison between Financial Planner Partner and product providers
Attend to complaints and follow the resolution process
Preparation of all review packs / documents for Partner to engage with clients as agreed per client relationship mandate Prepare all documentations and requesting comparative quotations from the various product providers

Operational Support
Manage all Client Records
Capturing of client demographic data
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 Planning Partner and client
Preparation of client portfolios using Astute and / or product provider information
Providing an ongoing service and maintenance support function to the Financial Planning Partner and his / her clients
Ensure proper record keeping in line with business rules and where relevant, legislation

Transition and Commission flows
Administration relating to client transfer
Understanding Financial Planning Partner 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
Liaise with product providers regarding commissions / fees to be paid to the Financial
Planning Partner
Distribute Transition communication(s) to clients as stipulated in the client management
plan
Distribute communication(s) to clients as requested by the Financial Planning Partner

New Business and Commission flows
Administration relating to new business transactions
Preparation of client presentation packs for Financial Planning Partner engagement to
ensure that the Financial Planning Partner can finalise the transaction during the
engagement (there should be no need to return to clients where documentation was
omitted from the pack). Preparation of documentation is up to signature stage.
Requesting all comparative quotations from the various product providers
Checking of new business documentation to ensure completeness and accuracy in
alignment to the client file checklist and business processes
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
Liaise with product providers regarding commissions / fees to be paid to the Financial
Planning Partner
Distribute New Business communication(s) to clients as stipulated in the client
management plan
Distribute communication(s) to clients as requested by the Financial Planning Partner

General Office Management


Attend to all technology issues experienced by the Financial Planning Partner 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 Planning Partner at client events
Representing the business at client events where required

Office Management
Support the Partnership Director with general office management tasks including reception, facilities, diary management, stationery management etc.

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