Financial Planning Partner Assistant

KEY RESPONSIBILITIES

Client Services

• Provide professional and efficient client service on behalf of the Financial Planning Partner.
• Act as a primary point of contact for clients and ensure client requirements are followed up and resolved.
• Implement and maintain administrative processes and controls within the financial planning practice.
• Liaise with product providers regarding client transactions and requirements.
• Assist with formal complaint resolution processes where required.
• Ensure client service activities are conducted in line with Treating Customers Fairly principles.

Administration & Operations

• Collect and collate client information and assist with fact-finding processes.
• Prepare documentation for client engagements and financial planning meetings.
• Capture and check FICA and AML information during the client onboarding process.
• Check client documentation for completeness and accuracy.
• Manage administration relating to client transfers and new business transactions.
• Submit intermediary appointment documentation to relevant product providers.
• Monitor transfers and ensure ongoing fees are received where applicable.
• Capture and submit new business applications with all supporting documentation.
• Monitor underwriting and acceptance of new business.
• Arrange medical examinations for clients where required and follow up on outstanding requirements.
• Provide ongoing service and maintenance support to Financial Planning Partners and their clients.

Commission & Portfolio Administration

• Check commission statements and manage commission suspense accounts.
• Follow up with product providers regarding outstanding commissions and fees.
• Assist Portfolio Managers and CRM teams with mandates and applications.
• Maintain instructions and tasks through the relevant CRM system.

IT & Systems

• Prepare client portfolios using available product provider information.
• Maintain accurate and up-to-date client policy schedules.
• Capture and maintain client demographic and financial information on CRM systems.
• Integrate client data between relevant systems.
• Upload and maintain electronic client documentation and checklists.
• Ensure accurate record keeping and secure storage of client information.
• Manage client communications through the CRM system.
• Maintain detailed client notes and tasks.
• Prepare documentation and information for client reviews.
• Produce and check consolidated client reports.
• Maintain an accurate diary and appointment system.
• Assist with resolving technology issues and liaise with IT support where required.

Marketing & Office Support

• Assist with the organisation and coordination of client events.
• Manage RSVPs, venues and event-related administration.
• Assist Financial Planning Partners at client events.
• Support general office administration and reception duties where required.
• Assist with meeting room, stationery and marketing material requirements.
• Ensure office supplies and client materials are ordered timeously.

REQUIREMENTS

• 23 years' experience within the financial services industry would be advantageous.
• Relevant tertiary education or financial services-related courses.
• Knowledge of the financial services industry.
• Understanding of FAIS and FICA legislation would be advantageous.
• Experience working with Xplan would be advantageous.

SYSTEMS & COMPUTER SKILLS

• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• SharePoint
• Xplan

SKILLS & COMPETENCIES

• Excellent verbal and written communication skills.
• Strong customer service and relationship-building abilities.
• Highly organised and methodical with excellent attention to detail.
• Proactive and able to take ownership of tasks.
• Strong planning, prioritisation and time-management skills.
• Ability to manage multiple tasks and meet deadlines.
• Strong problem-solving and critical-thinking abilities.
• Ability to research, interpret information and identify practical solutions.
• Excellent teamwork and collaboration skills.
• Assertive, resourceful and adaptable.
• Resilient and able to work effectively under pressure.
• Professional and confidential approach when dealing with sensitive client information.
• High-energy, client-focused and relationship-oriented personality.

IDEAL CANDIDATE
The ideal candidate will be a professional, organised and client-focused individual who enjoys working in a financial services environment. They should be comfortable managing detailed administration, dealing directly with clients and product providers, and supporting Financial Planning Partners with a high level of accuracy and confidentiality.

Only candidates with relevant financial services experience will be considered.