ADVISOR SERVICES ADMINISTRATOR

Competent Candidates; Pretoria; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Competent Candidates in Pretoria is seeking an administrative professional to support onboarding and exits of financial advisors, ensuring accurate processing and compliance with SOPs.

You will manage due diligence, pre- and post-take-on activities, sub code applications, data transfers, reconciliations, resignations, and general office administration, reporting weekly to the Head of Division.

Qualifications

• Matric or Grade 12 is required.
• At least 2 years of administrative support experience in financial services.
• Fluent in English and Afrikaans; strong communication skills.
• Proficient with MS Office (Word, Excel, Outlook).

Responsibilities

• Coordinate onboarding and exits of financial advisors in line with SOPs.
• Manage Due Diligence, Pre-Take-on and Post Take-on processes; ensure compliance.
• Oversee Sub Code applications and closures; liaise with advisors and providers.
• Handle data transfers, reconciliation and client lists; provide weekly feedback to HOD.
• Provide general office administration and support to divisional activities.

Skills

Communication skills

Organisation

Time management

Attention to detail

Independence

Problem solving

Adaptability

Customer service

Professional conduct

Language skills (English/Afrikaans)

Education

Matric / Grade 12

Tools

MS Office

Job description

Provide administrative competence to ensure professional onboarding and exits of financial advisors and be responsible for a number of general office administration functions.

Primary KPI's

• 1) Onboarding process administration
• 2) Sub Code applications and closing process
• 3) Transfer and data reconciliation process
• 4) Resignations process
• 5) General office assistance/administration

Administrative Process

Onboarding:

• -Manage the Due Diligence process in line with the standard operating procedures
• -Manage the Pre-Take-on process in line with standard operating procedures
• -Manage the Post Take-on process in line with standard operating procedures
• -Manage the compliance requirements to compliance division
• -Obtain complete advisor client lists, ensure import process on Commsplit/Wealth Connect is done
• -Manage the client communication process to clients with the marketing division (content, deadline and feedback)
• -Provide weekly feedback to HOD

Sub Code Process:

• -Manage the Sub Code application and closure process (new and existing representatives) in line with the standard operating procedures
• -Liaise with advisors and product providers on a constant basis regarding the applications and processes
• -Manage the Product Training process related to the code applications
• -Manage, update and implement changes to documents to ensure document integrity
• -Manage the Sub code register (to be updated and maintained on a regular basis)
• -Provide weekly feedback to HOD

Transfer and Data Reconciliation Process

• -Manage internal and external client and commission transfers in line with the standard operating procedures
• Provide administrative assistance with book acquisition requirements, eg, client lists.
• -Ensure completeness of transfer documents and follow-up to ensure transfers are executed correct and within the allotted timeline.
• -Provide detailed and regular feedback to all stakeholders.

Resignation Process

• -Manage the Resignations process in line with the standard operating procedures
• -Liaise with all relevant departments regarding deadline dates, content, communication, closure of systems and delivery
• -Request client lists from MIS/Commissions for preparation of communication and transfer purposes
• -Manage, update and implement changes to documents to ensure document integrity
• -Manage advisor folders on Sharepoint/Commsplit
• -Manage the Resignations register (to be updated and maintained on a regular basis)
• -Provide weekly feedback to HOD

General

• -Attend to all advisor enquiries with correct, quick and efficient support, in line with the SLA deadlines
• -Manage the Tax directive process as per the standard operating process
• -Arrange/courier business cards and marketing material as needed and manage the Invoicing allocations process
• -Liaise with advisors and the advisor support managers on a regular basis related to sub code queries, BC updates and lists required
• -Assist with general and special projects as and when required
• -Attend to any divisional support activities as may be required and requested from the head of your division

Formal Education

Matric or Grade 12

Experience:

This position requires at least 2 years working experience in an administrative support role in the financial services industry. The work includes process driven routine work with a lot of direct contact with financial advisors. The ability to communicate freely and fluently is essential.

Knowledge

• -Fluent in English and Afrikaans (speak, read & write).
• -Excellent knowledge of MSOffice (Word, Excel and Outlook).

Skills

• -Good communication skills (listen, analyse and convey information)
• -Organised and detail orientated
• -Professional telephone manner and client relationship skills
• -Ability to work in a fast-paced environment
• -Ability to work independently
• -Time-management skills
• -Ability to prioritise work and meet deadlines
• -Analytical/Problem solving skills – routine problems need to be addressed with urgencyAttributes
• -Fast learner
• -Adaptable
• -Detailed orientated
• -Organised and methodical
• -Reliable and accountable
• -Customer service orientated
• -Professional