Administration Manager

The Recruitment Council; KwaZulu-Natal; On-site; ZAR 500 000 - 700 000; Full time

Job summary

A leading financial services firm is looking for an experienced Administration Manager to lead and oversee its administration function. The candidate will manage diverse teams and ensure smooth and efficient operations. Strong leadership capabilities and deep knowledge of financial services operations are essential. This role promotes continuous improvement in processes and team performance.

Qualifications

• Proven ability to lead and motivate teams.

Responsibilities

• Lead and support the Administration Team to ensure high performance.
• Oversee and manage day-to-day administrative operations.
• Evaluate and improve current admin processes for efficiency.
• Coordinate workflows between key departments.
• Manage workload distribution within the team.
• Provide ongoing training and development.
• Coach and mentor team members.
• Handle internal staff queries and administrative issues.
• Conduct weekly reporting meetings.
• Authorise leave and manage hybrid work arrangements.
• Ensure compliance with company policies and procedures.
• Maintain up-to-date knowledge of product provider policies.
• Identify and resolve problem areas within admin functions.
• Promote effective communication and teamwork.
• Participate in onboarding and training of new staff.

Skills

High attention to detail and accuracy

Excellent verbal and written communication skills

Strong organisational and time management abilities

Confident decision-making and conflict resolution skills

Proactive approach to problem-solving

Ability to work independently and within a team environment

Skilled in building trusted relationships internally and externally

Resilient, adaptable, and capable of handling pressure

Clear, structured thinker with a client-focused mindset

Education

Extensive experience in an administration management role

Strong working knowledge of financial planning processes and client servicing

Experience with Xplan and knowledge of product provider platforms

Job description

Job Title

Administration Manager

Location

La Lucia

Overview

A leading financial services firm is looking to appoint an experienced Administration Manager to lead and oversee its administration function. This person will be responsible for managing a diverse team, including Reception, New Business, and Client Review teams, and will ensure the smooth, efficient operation of all administrative processes. The ideal candidate will bring strong leadership capabilities, deep knowledge of financial services operations, and a proactive approach to process improvement.

Key Responsibilities

• Lead and support the Administration Team, ensuring high performance across all admin functions.
• Oversee and manage day-to-day administrative operations within the business.
• Evaluate and improve current admin processes and workflows for efficiency.
• Coordinate workflows between key departments (e.g., Paraplanning and New Business).
• Manage workload distribution within the team to ensure deadlines are met.
• Provide ongoing training, development, and performance support to team members.
• Coach and mentor team members to build a high-performing, engaged team.
• Handle and resolve internal staff queries and client-related administrative issues.
• Conduct weekly reporting meetings with senior management.
• Authorise leave and manage hybrid work arrangements for team members.
• Ensure the team is well-informed and compliant with company policies and procedures.
• Maintain up-to-date knowledge of product provider policies and processes.
• Identify and resolve problem areas within the team or admin function and implement long-term solutions.
• Promote effective communication and teamwork across all admin-related roles.
• Participate in the onboarding and training of new administrative staff.

Key Performance Indicators

• Effective leadership and team motivation.
• Up-to-date knowledge and implementation of financial product provider procedures.
• Timely and accurate completion of all team tasks.
• Excellent client service and satisfaction levels.
• Strong internal and external stakeholder relationships.

Reporting Relationships

• Financial Planners
• Company Directors
• Paraplanners and Admin Team Members
• Clients
• Product Providers
• Senior Management

Qualifications and Experience

• Extensive experience in an administration management role, preferably within financial services.
• Strong working knowledge of financial planning processes and client servicing.
• Proven ability to lead and motivate teams.
• Experience with Xplan and knowledge of product provider platforms and policies.

Skills and Competencies

• High attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Strong organisational and time management abilities.
• Confident decision-making and conflict resolution skills.
• Proactive approach to problem-solving.
• Ability to work independently and within a team environment.
• Skilled in building trusted relationships internally and externally.
• Resilient, adaptable, and capable of handling pressure.
• Clear, structured thinker with a client-focused mindset.