Personal Assistant to Short Term Broker

4 weeks ago

Bedfordview, South Africa Charm Recruitment Agency Full time

My client an Insurance company is looking for a PA To provide full secretarial and administrative assistance services to the departmental manager and to maintain client service excellence.

Must have Matric

At least 5 to 7 years experience working as a Personal Assistant

Experience working in insurance is a huge advantage

**Perform General Office Administration**:

- Readily assist admin manager with ad-hoc tasks as requested
- Manage front desk Switchboard for all departments between JHB & DBN branch.
- Collects and analyses relevant information to compile reports and file accordingly
- Ensures photocopier has sufficient paper and ink cartridge and replenishes as required
- Ensures all documents, corporate files and filing are always up to date and filed systematically so that information is readily accessible to relevant persons
- Opens new files for potential new clients and SLA record keeping
- Answers calls promptly and immediately forwards all messages taken
- Ensures messages are always accurate, up-to-date, and detailed before promptly handing out
- Filing is done on a daily or weekly basis
- Maintains updates and archives files in a structured and confidential manner and in line with due diligence, record keeping and standards
- Keeps copies of all policy records and contracts and ensures that copies are sent to clients
- Understands and aids in the required monthly broker budget (paid over) and minimum new client requirements

Record Keeping:

- Maintain an updated query register on all staff records
- Maintain client and company confidentiality
- Ensures relevant information is always kept confidential according to legislative requirements noted in the POPI act, FICA and FAIS
- Ensures electronic data is effectively captured, stored, maintained, and updated
- Liaise with the relevant consultants to ensure E-filing is maintained

Client Queries:

- Ensures that dealings and correspondence with clients are professional and diplomatic, whether in person, electronic medium or telephonically
- Collaborates with other parties to deliver a quality service to the client
- Promptly and effectively handles any queries that may arise
- Requests copy statements and tax certificates for clients when requested by Admin manager, broker, and relevant department
- Timeously refers any queries that cannot be answered to Admin manager
- Updates job knowledge by participating in educational opportunities, reading regulations and professional publications.

**Claims Management Function**:

- Forward claim form at client request
- Assists client to complete claim form correctly
- Ensures client returns correctly completed and signed claim form and supporting documents within contractual claim period
- Submit to the necessary provider
- Keep register and reporting system updated
- Liaise with Broker and client regarding outcome
- File on all library mediums

**Reporting**:
Submit weekly registers to Admin Manager and Stat consultant

**Job Types**: Full-time, Permanent

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