Client Portfolio Administrator

3 weeks ago

Cape Town, South Africa Rory Mackie & Associates Full time

Purpose of Position:
Support the highly efficient and focused small team of financial advisors in the practice to service clients and support the business with regards to internal reporting and driving other internal policies & procedures.
- Elite Wealth CRM and Tools
- Astute
- Finametrica
- Adobe Acrobat Pro

Roles and Responsibilities:
The Client Portfolio Administrator will perform all liaison and administrative tasks that may reasonably be expected to be needed by the management and financial advisors of a small firm which will include, but not be limited to:

- Politely answering incoming calls and redirecting calls as required, taking and recording messages for the Advisors where necessary.
- Welcoming clients when they come into the office. This may include making tea/coffee upon request.
- Maintaining client records on the CRM system (Elite Wealth) and recording interactions.
- Launching and executing tasks & following workflows on the CRM relating to all transactions and following correct indexation protocol.
- Generating, processing, submitting and following up on documentation in respect of ongoing client contact.
- Obtaining client portfolio information via Astute and preparing Portfolio schedules.
- Preparing Annual Portfolio Statements (annual review) and similar, for the financial Advisors to send to their clients.
- Requesting costs, values, return data for transfers and similar information from service providers as and when required.
- Loading client information into Finametrica and informing Advisors timeously of results.
- Timely updates, reminders and follow ups with Advisors (or clients where appropriate or instructed by an Advisor) regarding outstanding instructions.
- Ensuring all compliance and Client Due Diligence (CDD) information is obtained and recorded in the CRM.
- Granting clients access to the Wealth Portal (Client Zone) and ensuring all relevant documents are available for client access.
- Adhering to Practice Notes and other internal policies/processes which are regularly introduced to the practice.
- Adhering to all replacement product procedures and maintaining the transaction and replacement registers for the practice.
- Liaising with local and overseas couriers for the sending and receipt of documentation.
- Record keeping and generating reports for the practice.
- Maintaining/ordering general office supplies and stationery from time to time.
- Overseeing the office housekeeper and assisting with certain housekeeping requirements on a roster basis.
- Ensuring that the premises are securely locked before leaving, where applicable, and that the kitchen is left in an orderly manner (dishwasher on etc.).
- Sharing work and knowledge appropriately as may be required in a small practice.
- Not giving any financial advice (not required/allowable).

Skills and Attributes:

- Have a client-centric approach.
- Polite and friendly in all client dealings.
- Enjoy working in a structured and process driven environment.
- Enjoy working in a methodical and organized way with great attention to detail.
- Enjoy working in a team-based environment and be able to get on with the team without drama.
- Be able to work independently and methodically, with little supervision or intervention.
- Be a good written and oral communicator in English (other languages will be a plus).
- Have a strong sense of morals and ethics.
- Be numerically literate and comfortable working with spreadsheets and calculations.

Minimum Qualifications and Requirements:

- (Tertiary education and RE5 would be advantageous)
- Own car
- Good computer skills
- Good knowledge of Microsoft Outlook, Word and Excel (Office 365 will be a plus)
- Experience with the Elite Wealth site will be a distinct advantage

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