Admin Team Leader

Alexforbes; Johannesburg; On-site; ZAR 500,000 - 700,000; Full time

Job summary

A financial services provider in Johannesburg is looking for a manager with significant experience in retirement fund administration. The candidate should possess strong leadership skills and a thorough understanding of compliance and client service. Key responsibilities include overseeing fund allocations and leading a high-performing team, ensuring excellence in financial processes. This position emphasizes problem-solving, internal and external communication, and adherence to the Treating Customers Fairly principles.

Qualifications

• Minimum 5 years of retirement fund administration experience.
• Minimum 3 - 5 years leadership/management experience.
• Ability to build and manage teams of at least 3 subordinates.

Responsibilities

• Ensure expenses are maintained within branch standards.
• Oversee accuracy in fund administration processes.
• Build and lead a high-performing team through coaching.

Skills

Leadership and management

Problem-solving

Communication

Conflict resolution

Negotiation

Presentation skills

Education

Relevant Bachelor’s Degree or postgraduate qualification

Matric

Tools

Khanya system

Job description

Education and experience

• Matric - Essential
• Relevant Bachelor’s Degree or post graduate qualification - Advantageous
• Minimum 5 years of retirement fund administration experience specifically in Fund Terminations / Billing & Reconciliation / Employee benefits Defined Claims % Benefits - Essential
• Minimum 3 - 5 years leadership/management experience - Essential
• Experience working with Khanya system - Essential

Operational & Financial Excellence

• Ensure expenses are maintained within branch standards and limits
• Manage and maintain fund allocations
• Eliminate PI claims and identify opportunities to reduce costs or generate additional income
• Oversee and ensure accuracy in fund administration processes, including:
• Monthly contribution reconciliations for Pension and Provident Funds
• Member data maintenance
• Section 13(a) reporting
• Processing and authorizing various types of claims, including bulk transfers
• Direct/guaranteed housing loans (where applicable)
• Monthly client reporting and administration reports
• Member statements and recognition of transfer documents
• Fund changes (rates, fees, expenses) and financial year-end preparation
• Risk report management
• Respond to emails and queries daily
• Perform additional duties as required by operational need

Team Leadership & Development

• Build and lead a high-performing team through coaching, mentoring, and performance development
• Conduct interviews and recruit new team members, including compensation input
• Manage disciplinary processes and resolve grievances with HR support
• Monitor and improve team performance through formal improvement programs
• Recognize and motivate team members
• Conduct regular 1-on-1s, team meetings, and bi-annual performance reviews
• Ensure deliverables are met with quality assurance checks
• Promote knowledge sharing and continuous learning
• Implement and uphold accurate procedures and processes
• Model leadership behavior and company values

Client Service & Compliance

• Deliver timely and accurate communication to clients and members
• Ensure service delivery meets internal and external expectations
• Present installation and administration aspects in client meetings
• Maintain high standards of quality and accuracy in all work
• Comply with AFFS complaints management procedures
• Embrace and implement Treating Customers Fairly (TCF) principles
• Stay current with industry trends and AFAS product knowledge (measured by branch tests and training)

Output, Success & Engagement

• Support the team during high-pressure periods and absenteeism
• Manage own responsibilities independently and effectively
• Complete ad hoc tasks assigned by management
• Contribute positively to internal procedures and team culture
• Track and manage departmental statistics
• Identify and address training needs
• Conduct quarterly appraisals and train subordinates
• Lead by example and uphold company values

Competencies required

• Attend Client and Board meetings
• Ability to communicate effectively with colleagues, management & clients
• Disciplined in being able to follow documented procedures and processes
• Resourceful & creative problem solver
• Results- Orientated
• Ability to interact with Clients
• Negotiation Skills
• Strong presentation skills
• Excellent leadership and management skills
• Ability to build and manage teams (min 3 subordinates)
• Ability to delegate tasks across various operational functions
• Conflict resolutions skills