Centralised Proposition and Operations Assistant (Contract)

Headhunters; Johannesburg; On-site; ZAR 201,000 - 290,000; Full time

Job summary

Headhunters is seeking a Centralised Proposition and Operations Assistant (Contract) in Gauteng, JHB-Northern Suburbs. You will support the centralised proposition service, handle client inquiries, maintain CRM data, and assist with documentation for engagements with financial planners and clients.

The role involves processing applications, keeping Xplan and provider data current, and coordinating between planners, central teams and product providers while ensuring regulatory compliance.

Qualifications

• Matric is essential.
• 2-3 years' experience in financial services industry preferred.
• Relevant tertiary education courses are advantageous.

Responsibilities

• Client service and communication with clients and planners.
• Maintain client data in CRM and ensure up-to-date Xplan information.
• Prepare documentation for engagements between financial planners and clients.
• Process new business applications, policy amendments, and service requests.
• Manage portfolios using Astute or provider data and track required information.
• Liaise with product providers and internal teams to support service delivery.
• Ensure compliance with FAIS, AML and internal standards.

Skills

Client service

Communication

Attention to detail

Time management

Education

Matric

Related tertiary education

Tools

Astute

CRM systems

NAV

Job description

Centralised Proposition and Operations Assistant (Contract)

Reference PE004037

Location Gauteng, JHB - Northern Suburbs

Salary Interval Monthly

Package None-negotiable

Description Requirements:

• Matric (essential).
• 2-3 years' experience in financial services industry preferred.
• Relevant tertiary education courses are advantageous.

Responsibilities but not limited to:
Client Service and Communication:

• Implementation of the centralised proposition service to a panel of financial planners.
• Act as a first point of contact for client queries (email, phone, or internal systems).
• Provide prompt, professional, and accurate responses to client and financial planner requests.
• Maintain strong relationships with financial planners, clients, and external product providers.
• Develop and maintain strong relationships with endorsed third party product providers.
• Ensure all interactions align with client service standards and brand expectations.
• Utilise the internal communication templates / framework for all correspondence sent to clients.
• Adhere to the culture and principles of Treating Customers Fairly.

Administrative and Operational Support:

• Scrutinise client data to identify opportunities for the financial planner to present to the client.
• Prepare accurate and complete documentation required for the engagement between the financial planner and the client.
• This includes financial planning meetings, reviews or any other engagement identified as part of the Centralised Proposition service level agreement.
• Preparation of client portfolio's using Astute or product provider information.
• Ensure Xplan information is up-to-date and always maintained (including client demographics and financial information).
• Process new business applications, policy amendments, and service requests timeously and accurately.
• Manage new business applications, and any other instruction submitted to the product providers to ensure they are completed accurately and within agreed timeframes.
• Ensure that the expected revenue is received and allocated / processed in line with internal business processes.
• Maintain up-to-date and accurate client records on CRM systems (including data / information and evidentiary documents where relevant).
• Track and follow up on outstanding requirements to ensure timely completion.

Workflow:

• Manage assigned work items within agreed service level agreements (SLAs).
• Prioritise workload effectively to meet deadlines and service expectations.
• Escalate complex or high-risk cases to senior team members when required.
• Provide ongoing feedback to the financial planner/s where needed.
• Concise, clear communication is essential.
• Ensure all documentation / evidence and instructions are recorded on the internal CRM system to ensure standardised and continuous service is provided to all financial planners and clients alike.

Provider and Stakeholder Relationship:

• Liaise with product providers (e.g., insurers, investment platforms) to obtain information, updates, or confirmations.
• Follow up on outstanding information such as medicals, underwriting decisions, or investment details.
• Coordinate between internal teams (financial planners, central team and management).

Compliance and Risk Management:

• Ensure all work adheres to regulatory requirements (e.g. FAIS, AML and any other relevant legislative requirements).
• Maintain strict confidentiality of client information at all times.
• Identify and flag any potential compliance risks or irregularities.
• Follow internal processes, policies, and quality standards at all times.

Systems:

• Full awareness and understanding of information available on NAV (Internal system) to support the financial planner.
• Full understanding of CRM and associated processes to provide guidance to the financial planner.

Continuous Improvement:

• Contribute to improving Service Hub processes and efficiencies.
• Identify recurring issues and suggest solutions.
• Participate in training and development to enhance technical knowledge.

Please note: If you do not receive a response within 2 weeks of submitting your application, please consider your application unsuccessful.