Administrator – Financial Services | Durban

The Recruitment Council; Durban; On-site; ZAR 180,000 - 300,000; Full time

Job summary

The Recruitment Council in Durban is seeking a proactive Administrator to support financial planners and clients with precision and efficiency. You will process applications, manage deadlines, and coordinate with providers and attorneys as needed.

Expect to work closely with planners, maintain XPlan records, and deliver high-quality client service. Full training is provided and a collaborative team environment is emphasized.

Qualifications

• Broad knowledge of financial services and client services.
• Prior experience in a financial planning environment is preferable.
• Demonstrated understanding of the financial planning process.
• Expert knowledge of product providers’ policies and procedures.
• Thorough knowledge of administrative policies, processes, and systems, including XPlan.
• Above-average computer literacy with MS Word, Excel, and Outlook.
• Proficiency in navigating XPlan and client management systems.

Responsibilities

• Process client risk and investment applications and servicing requests.
• Adhere to product provider cut-off times and meet deadlines.
• Liaise with clients, product providers, and assurance companies via phone and email.
• Handle queries and resolve client portfolio issues and complaints.
• Prepare client meeting files and manage post-meeting file updates within 24 hours.
• Maintain client static details in XPlan and file documentation correctly.
• Assist with estate administration, including preparation of estate packs and follow-ups.
• Collaborate with Financial Planners and keep them informed of updates.
• Provide reception cover and switchboard duties when required.

Skills

Client service

Organizational skills

Time management

Attention to detail

Problem solving

Communication

Independent worker

Tools

XPlan

MS Word

MS Excel

Outlook

Job description

Our client, an established financial planning practice, is seeking a proactive, highly organized, and detail-oriented Administrator to ensure the efficient execution of all administration duties within the business. In this role, you will work closely with Financial Planners, product providers, and clients to deliver an exceptional standard of client service and support. Full training on tasks will be provided.

Key Responsibilities:

• Application & Instruction Processing: Complete client risk and investment application forms, submitting and processing instructions such as new business, switches, redemptions, debit order changes, and general servicing requests.
• Cut-Off & Deadline Adherence: Pay particular attention to submissions, ensuring strict adherence to product provider cut-off times and maintaining zero tolerance for overdue tasks.
• Client & Provider Liaison: Communicate regularly with clients, product providers, and assurance companies via phone and email to obtain portfolio information, statements, and tax certificates.
• Query & Complaint Management: Proactively handle queries regarding client portfolios and support the timeous resolution of client complaints.
• Meeting Preparation & File Maintenance: Prepare client meeting files, finalize and empty post-meeting files within 24 hours of meetings, and handle no-show/missed meeting files promptly.
• Database & Records Management: Update and maintain client static details on XPlan, confirm recipient email addresses on XPlan when using Outlook, and accurately save documentation into the appropriate client network folders.
• Estate Administration: Assist with the winding up of estates, including the preparation of estate packs, continuous follow-ups with relevant parties, assisting attorneys, and updating clients and beneficiaries.
• Planner Collaboration: Maintain constant interaction with Financial Planners, keeping them fully informed of all developments and updates regarding their clients.
• General Office Support: Provide reception cover and operate the switchboard as needed, and assist with function coordination when required.

Requirements:

• Broad knowledge of financial services and client services.
• Prior experience within a financial planning environment is preferable.
• Demonstrated understanding of the financial planning process.
• Expert knowledge of product providers’ policies and procedures.
• Thorough knowledge of applicable administrative policies, processes, and systems, including XPlan.
• Above-average computer literacy and IT skills, specifically with MS Word, Excel, and Outlook.
• Proficiency in navigating XPlan and client management systems.
• High degree of accuracy and rigorous attention to detail.
• Excellent verbal, written, and telephonic communication skills.
• Strong organizational, time-management, and multitasking skills with the ability to handle immense pressure and juggle multiple priorities.
• Independent and creative problem-solving capabilities, combined with sound decision-making skills.
• Strong sense of accountability with the initiative to take total ownership of tasks from start to finish.
• Ability to work effectively under minimal supervision while thriving in a collaborative team environment.
• High standard of personal punctuality, motivation, and a professional image.
• Strong interpersonal skills with a proven passion for delivering superior client service.