Administrative Professional

1 month ago

Cape Town, Western Cape, South Africa The Recruitment Council Full time
{"h1":"Administrative Associate Role","h2":"Job Description"}

The Recruitment Council is seeking a highly skilled Administrative Associate to support the growth of our holistic independent financial planning business. This role is ideal for a self-motivated and driven individual who thrives in a collaborative team environment and is proficient in administrative functions across the financial planning spectrum.

Key Responsibilities

Secretarial and Personal Assistant Duties:

  • Serve as the primary point of contact for incoming calls and manage the advisors calendar to ensure seamless communication and schedule coordination.
  • Arrange appointments and coordinate schedules to guarantee smooth operations and maximize productivity.

Administrative and Office Management:

  • Ensure the effective delivery of administrative requirements within specified timelines, maintaining a high level of accuracy and attention to detail.
  • Manage general office tasks, including maintaining adequate stationery and consumables, to maintain a well-organized and efficient work environment.

Client Service:

  • Proactively address client queries and ensure the completion of all client-related deliverables, providing exceptional customer service and support.
  • Verify the accuracy of all information and documents sent to clients and service providers, ensuring compliance with regulatory requirements.
  • Follow up on client transactions and communicate effectively throughout the process, fostering strong relationships with clients and service providers.
  • Assist clients with Medical Aid, Gap, Life Cover, and Short-term Insurance claims, providing expert support and guidance.

Task Management:

  • Capture workflows, tasks, and client interactions accurately in the CRM system, ensuring data integrity and facilitating informed decision-making.

Operational Support:

  • Ensure that workflows and protocols are efficient and effective, identifying areas for improvement and implementing process enhancements.
  • Champion new technologies and improved processes to enhance operational efficiency and support business growth.

Compliance:

  • Maintain compliance with FAIS and FICA regulations for CRM and physical files, ensuring adherence to regulatory requirements.
  • Ensure all documents are stored digitally and keep up-to-date compliance registers for audits, maintaining a high level of organizational and administrative expertise.
Candidate Requirements

Education and Skills:

  • A minimum of a BCom degree, preferably with a focus on Financial Planning or Investment Management, demonstrating a strong foundation in financial planning principles and practices.
  • Fluency in English, with a working knowledge of Afrikaans, facilitating effective communication with clients and colleagues.
  • Understanding of administrative functions across the financial planning spectrum, including secretarial, personal assistant, and office management duties.

Experience:

  • At least 5 years of experience in a financial planning practice, with a proven track record of delivering exceptional administrative support and service.

Characteristics:

  • Process-focused and analytically inclined, with strong interpersonal skills and the ability to build effective relationships with clients and colleagues.
  • Self-motivated and driven, demonstrating a willingness to take initiative and contribute to business growth and development.
  • Ability to identify areas for business improvement and implement effective solutions, promoting a culture of innovation and excellence.

Technology and Systems:

  • Proficient in the MS Office Suite, including Word, Excel, PowerPoint, and Outlook, with the ability to learn and adapt to new technologies and systems.
  • Familiarity with service provider systems is beneficial, with the ability to learn and implement new systems and processes.
  • Experience within a holistic financial planning environment is required, with a deep understanding of the sector and its unique challenges and opportunities.

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