Operational Consultant

4 weeks ago

Johannesburg, Gauteng, South Africa Jobking Full time
Introduction...

Alexander Forbes is looking for an Operational Consultant to provide administrative support to management and the company through conducting and organizing administrative duties and activities including supporting the consultant team and handling of basic client queries.

Minimum Requirements...
Matric
Wealth management
Bcom Degree/BA Law advantageous
CFP/CFA advantageous
FAIS accreditation advantageous
Working experience in a secretarial role
Strong administration background
Good typing and dicta typing skills – 40 wpm skills
Strong Computer literacy
Strong written and communication skills
Job Specification...
Position requires an individual with a minimum Matric, good coordinating and administration skills. Client serving persona with good communication skills.

Key Performance Area:
Managing and monitoring filing system

Set up and maintain filing system
Managing master files
Managing and monitoring SharePoint & CRM
Responsible for metro filing documents and the process thereof
Keep management committee registers up to date
Meetings, minutes and agendas

Coordinating and manage all internal and external meetings
Arrange and confirm appointments with clients to determine dates for relevant meetings
Arranging boardroom bookings and refreshments for clients
Arranging conference calls
Collecting clients from reception and directing them to the relevant meeting rooms
Drafting and collating of agenda's for Trustee, Investment, Audit and Staff meetings for consultants and ensuring adherence to timelines
Drafting of minutes, letters, reports, presentations etc
Requesting and follow-up of all reports/documents for inclusion in agenda packs
Distribution of agenda packs
Office coordination

Ordering of stationery and keeping control of expenses
Making the necessary arrangements when staff leave and join the department i.e. Ordering/returning equipment, telephone set-up, induction, stationary, access cards and parking arrangements
Diarise and remind staff of all upcoming announcements and events taking place
Responsible for logging calls with maintenance departments for faulty equipment e.g. Minolta, general maintenance/facilities
Organizing travel arrangements i.e. booking air ticket/car-hire, accommodation, shuttle service etc
Collecting and distribution of mail
Emailing of communication to management committee members
Communicate verbally and in writing to answer inquiries and provide information
Managing of electronic diary
Planning, organising and managing internal and external events
Administration

Prepare and manage correspondence, reports and documents
Take, type and distributing minutes
Taking dictation
Assisting in preparing presentations
Formatting presentations, tenders, reports and letters
Collating agenda packs and binding (formatting, printing, arranging in order and binding)
Creating spreadsheets and managing databases.
Updating staff static information, client telephone contacts, client database information
Issuing standard documents, such as quarterlies, surveys, etc timorously to clients etc.
Finance

Processing of travel claims
Identify budgeted rand value amount for each lunch, cocktail function etc
Arranging signature and payment of invoices
Self Development and Management

Display self awareness and insight into areas of strength and development
Remain abreast of new innovations and technologies in the industry
Contribute towards team efficiency and team dynamics/spirit
Development knowledge of the employee benefits industry and investment matters
Acquaint oneself with relevant legislation i.e. Pension Funds Act, Taxation, FAIS Act etc
Keep abreast of changes in employee benefits industry
Inter-Department and Consultant Relationships
Contribution to the team
Assist the consultant in maaging funds

Deal with external queries telephonically, by written correspondence or visits, as required or approved by the consultant.
Taking queries from members
Liaising .with other internal departments
Communication to members, - draft communications, distribute information booklets, liaising with couriers of companies
Communication

Ensure that all relevant departments are aware of management committee and ad-hoc meetings dates, and that they kept informed of subsequent changes, ensure that each department is aware of exactly what is required of them for these meetings, and ensure that the requirements are met timeously'

Communicate client instructions, problems or queries raised to all relevant departments, either by telephone, visit, memo or email, ensuring that a record is placed on file and that the matter is satisfactorily dealt with.

Technical and Behavioural Competencies

Technical

Advanced typing skills
Advanced MS Office skills
Excellent oral & written communication skills
Knowledge of administrative and clerical procedures
Knowledge of business principles
Proficient in spelling, punctuation, grammar and other English language skills
Proven experience of producing correspondence and documents
Excellent oral & written communication skills
Behavioural (Interpersonal and Intrapersonal)

Accuracy & Attention to Detail
Coordinating and prioritizing
Confidentiality
Excellent Orientation
Planning and Organised
Stress management
Deadline driven
Result and Solution Focused
Responsible & accountable
Customer Service Orientation
Relationship Building
Teamwork
Assertive
Attention to Detail
Deadline driven
Assertive
Personal Growth Orientation (continuous self improvement)
Result and Solution Focused
Resilient
Cognitive

Problem solving skills

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