Client Portfolio Administrator

1 week ago

Cape Town, South Africa Recruitmentmatters Full time

Our Client is looking for a Client Portfolio Administrator

The Portfolio Administrator is primarily responsible for performing the tasks that comprise the administrative service offering to Clients, thereby contributing to the ongoing Client relationship. The main focus of the role is to provide quality service and maximise Client retention and referral. The Portfolio Administrator is not required to be accredited with the service products handled, though a moderate level of technical knowledge is needed to perform the role. The Portfolio Administrator needs excellent relationship management, secretarial and administrative skills.
This is a position of trust and will require honesty dealing with finances. In addition a working knowledge of product features and benefits is required. The incumbent also requires sufficient client management skill to attend face-to-face client meetings and actively assist as required in managing the financial planning process and client relationship Specific details are recorded in the staff duties schedule.

Networking Relationships
To achieve the objectives of this role, the Portfolio Administrator is dependent on the following internal and/or external networks;
Business Manager
Advice team
Support Staff team
External Service Providers, Life Assurance Companies, Investment Platforms and Fund Managers

Key Accountabilities Tasks
New business implementation
Follow-up any outstanding payments or documentation from the Client.
Input of all relevant Client details on the Client management system.
Receipt all new business and perform the tasks of the implementation phase of the sales process eg. Welcome letter sent to Client etc.
Keeping Clients informed as to the progress of their matters per company policy.

Client services

Ensure the accurate production of all Client portfolio review documentation and reports.
Ensure the accurate production of all Client risk management review documentation and reports.
Regularly update and maintain Client, insurance, and investment information in the Client management system.
Co-ordinate all Client correspondence, either as part of the sales & service process, for marketing purposes, or at the request of the Adviser, Business Manager, or Wealth Manager.
Implementation of all switches or redemptions, including all fund manager follow-ups. This includes completing forms where necessary. You will not be required to complete technical aspects relating to funds and percentage allocations.
Implementation of all changes to insurance benefits or coverage, including all life company and medical/financial follow-ups. This includes completing forms where necessary.
Co-ordination of all claims correspondence and life office follow-up of claims progress.
Record all Client contact on the Client management system.
Ensure all changes to Client details are communicated to and implemented by the appropriate fund managers and life offices.
Ensure all Client problems are solved in an efficient manner, often handling the liaison with fund managers, life offices and Clients. Assist with all Client enquiries, in-line with the company’s service offer. This may include delegating the Client inquiry to the most appropriate staff member, and does not include the provision of advice to Clients.
Contribute towards the maintenance of existing Client relationships with the company; in-line with the company service process and ensure maximum Client retention is achieved.
Produce and ensure client review invitations are communicated per company policy.
Ensure that the Adviser/Wealth Manger is kept informed of client communications per company policy.
Assist with the maintenance of the client income records on the client management system.

Tasks
Marketing plan implementation

Ensure all prospect and prospect details are input on the Client management system and that these details are maintained as per the sales process.
Participation in marketing activities as required. eg. Attend client functions Administration

Ensure all Client files and electronic records are maintained in-line with procedures outlined in the policies and procedures manual.
Prepare new Client files as needed.
Produce any documents or correspondence as required by the Adviser, Wealth Manger or Business Manager.
Other duties as requested by the Business Manager.
Ensure record of third party related procedures and parameters are kept up to date.
Participate in maintenance and development of business processes and systems.

Develop and Maintain Relationships

Develop and maintain relationships with key personnel within strategic alliance partners (service providers).
Develop and maintain relationships with key service providers, particularly fund managers and life companies
Develop and maintain relationships with clients, as per the client segmentation and service offer

New client take-on

Attend or contribute towards client meetings as requested by the adviser.
Implementation of new business, including a

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