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Admin Assistant

4 months ago

Gqeberha, South Africa Headhunters Full time
MINIMUM REQUIREMENTS:
  • Matric.
  • Tertiary qualification will be beneficial.
  • At least 3 years administrative experience.
  • Excellent computer literacy (Microsoft 365, SharePoint, One Drive, Teams, To-do/ Planner, Adobe, X Plan, Canva).
  • Exceptionally strong admin skills.
  • Super efficient and organized.
  • Strong Written and Verbal Communication Skills.
  • Meticulous Attention to Detail.
  • Sunny Disposition.
  • "Can Do" attitude.
  • Progressive and Embraces change.
  • Flexible and Hard Working.
  • Works well under pressure.
  • Can Multi-task.

RESPONSIBILITES:

Administration:
  • Overall administrative duties with regards to new and existing business for brokers.
  • Preparation, summary and administration of quotes and client portfolio updates.
  • Capturing of details onto the new business register and submitting new business applications.
  • Run due diligence process on a client.
  • Book and prepare review client files. Make sure all reviews are complete and monthly review targets met.
  • Meet with Brokers to determine how many reviews are required for the month and set targets.
  • Handle client queries timeously and effectively and follow up with all outstanding matters.
  • Submit all investment applications.
  • Keep updated registers of all processes and procedures, including flow charts.
  • Responsible for compliance checks and implementation on files.
  • Weekly updates and communication with regards to lapses / outstandings or missed premiums.
  • Maintain and update the overall CRM System, including X-plan and making sure it is current, correct and updated.
  • Ensure that all documents, corporate files and filing are always up to date and filed systematically.
  • Open new files for potential new clients (digital).
  • General Servicing - Amendments and submitting of all investment applications.
  • Liaise with Broker consultants, accountants, attorneys, business bankers & medical professionals.
  • All business document templates to be kept updated, as well as the office asset register.
  • Keep copies of all policy records and contracts and ensure that copies are sent to clients.
  • Overall telephone / administrative and office support duties for Brokers and Management.
  • Assist with General Office duties, such as software back up and updates, printer, overseeing of office stationery orders and assistance with marketing and client / stakeholder relationship building.
  • Aiding in the continuous development of the company, including meeting weekly tasks / goals and updates.
  • Overall office support for the smooth running of the day-to-day operations of the business.
  • Answering the telephone and transferring of calls and message taking where needed.
  • Weekly reporting on compliance, reviews, client communication, arrear premiums and lapses.
  • Keep Brokers and management informed at all times of any client queries / challenges / problems.
  • Assist, upskill and communicate any new areas with regards to X-plan or Office 365 or products, etc. where the Brokers or team can benefit from.
  • Welcoming of clients expected by Broker when arriving and offering tea / coffee.

Compliance:
  • Updating of all documents, including client and compliance packs and all relevant business forms / applications and policies.
  • Updating Directors on Compliance audits and what is outstanding, including training / CPD points.
  • Weekly compliance updates and X-plan reports.
  • Addressing compliance related queries from within the business.
  • Creating a compliance culture within the business.
  • Advising business (brokers and management) on regulatory changes which may impact compliance management within the business.
  • Management of compliance functions where applicable, and working with the external compliance.
  • Keeping Compliance SharePoint / One Drive up to date and relevant at all times, including the Administration Share Point Site.

Communication:
  • Service clients - Email, face to face and telephonically.
  • Communication overall communication with clients.
  • Keeping of client records updated at all times, including suppliers contacts and contracts.
  • X-plan to remain updated and relevant with client details and information at all times.
  • Office 365 Keeping up to date where necessary on all areas and updating of pages / documents / webparts.
  • Assist, upskill and communicate any new areas of development of plug-ins with regards to X-plan or Office 365 or products, etc. where the Brokers or team can benefit from.
  • Keeping up to date with all relevant software X-plan with continuous personal development and upskilling of team.


Please note should you not receive a response within two weeks of applying you may assume that your application was unsuccessful.