Admin Assistant (Financial Services)

Description Our client in the financial services industry is currently looking to appoint an Administrative Assistant, to be based in Port Elizabeth.

A wonderful career opportunity awaits you. MINIMUM REQUIREMENTS:

• Matric.
• Tertiary qualification will be beneficial .
• At least 3 years’ administrative experience.
• Excellent computer literacy (Microsoft 365, SharePoint, One Drive, Teams, To-do/ Planner, Adobe, X Plan, Canva).
• Exceptionally strong admin skills.
• Super efficient and organized.
• Strong Written and Verbal Communication Skills.
• Meticulous Attention to Detail.
• Sunny Disposition.
• “Can Do” attitude.
• Progressive and Embraces change.
• Flexible and Hard Working.
• Works well under pressure.
• Can Multi-task.

• Overall administrative duties with regards to new and existing business for brokers.
• Preparation, summary and administration of quotes and client portfolio updates.
• Capturing of details onto the new business register and submitting new business applications.
• Run due diligence process on a client.
• Book and prepare review client files. Make sure all reviews are complete and monthly review targets met.
• Meet with Brokers to determine how many reviews are required for the month and set targets.
• Handle client queries timeously and effectively and follow up with all outstanding matters.
• Submit all investment applications.
• Keep updated registers of all processes and procedures, including flow charts.
• Responsible for compliance checks and implementation on files.
• Weekly updates and communication with regards to lapses / outstandings or missed premiums.
• Maintain and update the overall CRM System, including X-plan and making sure it is current, correct and updated.
• Ensure that all documents, corporate files and filing are always up to date and filed systematically.
• Open new files for potential new clients (digital).
• General Servicing - Amendments and submitting of all investment applications.
• Liaise with Broker consultants, accountants, attorneys, business bankers & medical professionals.
• All business document templates to be kept updated, as well as the office asset register.
• Keep copies of all policy records and contracts and ensure that copies are sent to clients.
• Overall telephone / administrative and office support duties for Brokers and Management.
• Assist with General Office duties, such as software back up and updates, printer, overseeing of office stationery orders and assistance with marketing and client / stakeholder relationship building.
• Aiding in the continuous development of the company, including meeting weekly tasks / goals and updates.
• Overall office support for the smooth running of the day-to-day operations of the business.
• Answering the telephone and transferring of calls and message taking where needed.
• Weekly reporting on compliance, reviews, client communication, arrear premiums and lapses.
• Keep Brokers and management informed at all times of any client queries / challenges / problems.
• Assist, upskill and communicate any new areas with regards to X-plan or Office 365 or products, etc. where the Brokers or team can benefit from.
• Welcoming of clients expected by Broker when arriving and offering tea / coffee.

• Updating of all documents, including client and compliance packs and all relevant business forms / applications and policies.
• Updating Directors on Compliance audits and what is outstanding, including training / CPD points.
• Weekly compliance updates and X-plan reports.
• Addressing compliance related queries from within the business.
• Creating a compliance culture within the business.
• Advising business (brokers and management) on regulatory changes which may impact compliance management within the business.
• Management of compliance functions where applicable, and working with the external compliance.
• Keeping Compliance SharePoint / One Drive up to date and relevant at all times, including the Administration Share Point Site.

• Service clients - Email, face to face and telephonically.
• Communication – overall communication with clients.
• Keeping of client records updated at all times, including suppliers contacts and contracts.
• X-plan to remain updated and relevant with client details and information at all times.
• Office 365 – Keeping up to date where necessary on all areas and updating of pages / documents / webparts.
• Assist, upskill and communicate any new areas of development of plug-ins with regards to X-plan or Office 365 or products, etc. where the Brokers or team can benefit from.
• Keeping up to date with all relevant software X-plan with continuous personal development and upskilling of team.

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