Financial Planning Partner Assistant

Headhunters; Gqeberha; On-site; ZAR 167,000 - 279,000; Full time

Job summary

Headhunters in South Africa seeks an organised client services administrator to support financial planning practices. You will handle data discovery, onboarding, documentation, and liaison with product providers while ensuring compliance with FAIS and FICA regulations.

The role emphasizes accuracy, confidentiality, multi-tasking, and proactive client service within a busy operations environment.

Qualifications

• Matric or equivalent is required.
• 2-3 years in the financial services industry is advantageous.
• Relevant tertiary education or courses completed.
• Knowledge of FAIS and FICA legislation is expected.
• Proficiency in Microsoft Office and Xplan is essential.

Responsibilities

• Implement the client services experience as defined by the Head of Operations.
• Manage administrative processes, queries, reporting and client requirements.
• Coordinate liaison between Financial Planner Partner and product providers.
• Follow the complaint resolution process and ensure timely client service.
• Support portfolio managers and CRMs with data and documentation.
• Maintain compliance with Treating Customers Fairly and regulatory rules.
• Prepare client documentation, data discovery, and engagement records.

Skills

Financial services knowledge

FAIS & FICA awareness

Communication skills

Organizational skills

Time management

Proactive & resourceful

Teamwork

Professional presence

Problem solving

Initiative-taking

Multi-tasking

Confidentiality

Education

Matric or equivalent

Relevant tertiary education

Tools

Excel

Word

Outlook

SharePoint

Xplan

Astute

NAV

IWP

Job description

Requirements:

• Matric or equivalent.
• 2-3 years in the financial services industry will be advantageous.
• Relevant tertiary education or courses.
• Knowledge in the financial services industry.
• Understanding of FAIS and FICA legislation.
• Computer skills: Microsoft Office (Excel, Word, Outlook essential); SharePoint.
• Xplan.
• Good verbal and written communications skills.
• High energy individual who is customer centric and relationship orientated.
• Methodical, accurate and have meticulous attention to detail.
• Initiative-taking work ethic.
• Organizational skills, ability to prioritize, plan and manage projects.
• Ability to collaborate with others.
• Critical thinking: ability to strategize, research and interpret.
• Problem solving ability to apply creative skills in evaluating problems and identifying best solutions while
  being flexible to accommodate the changing needs of the clients.
• Teamwork: be a reliable and productive member of the team.
• Professional presence: as a representative of the organization, a professional image and professional
  conduct are always expected and required.
• Time management: ability to manage time and tasks to ensure deadlines are met.
• Assertiveness, proactive & resourceful.
• Resilient under pressure.
• Ability to multi-task.Maintain absolute confidentiality.

Responsibilities but not limited to:

Client Services

• Implementation of the client services experience, as defined by the Head of Operations.
• Take full responsibility for the implementation of administrative processes and controls in the Financial Planning practice(s) (including all transactions, queries, reporting etc.).
• Liaison between Financial Planner Partner and product providers (PPs).
• Equipped to follow the formal complaint resolution process.
• Is the point of contact for clients, ensuring the efficient delivery of client requirements on behalf of the Financial Planning Partner(s).
• Adhere to the culture and principles of Treating Customer Fairly.

Operations

• Collation of all clients related information (data discovery and fact find) and preparation of documentation for engagement between Financial Planning Partner and client.
• FICA and AML capture and checking on client onboard process.
• Checking of transition documentation to ensure completeness and accuracy in alignment to relevant client file checklist & lodgment rules.
• Administration relating to client transfer and new business transactions.
• Submission of intermediary appointment notes to relevant PPs.
• Monitoring the submission of intermediary appointment notes to ensure clients successfully transfer to the license group and that ongoing fees are received from the relevant PPs.
• Capture and checking of new business documentation to ensure completeness and accuracy in
  alignment to the lodgment rules.
• Submission of new business application(s), together with supporting documentation to relevant PPs.
• Monitoring the underwriting and acceptance of new business transactions.
• Arranging medicals for clients where required and follow up on outstanding requirements to ensure
  new business transactions are confirmed by the relevant PPs timeously.
• Providing an ongoing service and maintenance support function to the Financial Planning Partner
  and his / her clients.
• Check Commission statements from CommPay and PPs. Manage commission suspense accounts
  aligned to compliant new business lodgment.
• Escalate with PPs regarding commissions / fees due to the Financial Planning Partner.

Operational support for Portfolio Managers and CRMs

• Assistants align with the PCS CRMs to ensure complete pre-population of PCS mandates and applications.
• All instructions to PM and CRMs initiated and maintained via Xplan tasks.

IT & Systems

• Preparation of client portfolio’s using Astute and / or product provider information. Ensuring Xplan Policy Schedules are up to date and accurate.
• Data capture of client demographic data on client relationship management system Xplan.
• Client financial data capture (ASTUTE, PPs and manual).
• Data integration between XPlan and IWP for handover to BDM or Financial Planning Partner.
• Upload scanned copies of all documentation into XPlan (including relevant client file checklist(s)).
• Ensure proper record keeping in line with business rules and where relevant, legislation & safe storage into XPlan.
• Distribute communication(s) to clients as stipulated in the client management plan. (Auto communication registration and health keeping).
• Distribute communication(s) to clients as requested by the Financial Planning Partner via XPlan.
• Extensive use of Xplan notes and tasks to manage client records and organization of practice.
• Prepare for clients reviews as per client review template.
• Client review preparation by producing and checking the Client Consolidated Reports (CCR) from NAV.
• Maintain an accurate diary system. (Xplan & Outlook integration).
• Address all technology issues experienced by the Financial Planning Partner and facilitate the solution - liaison with the IT support desk etc.

NAV & KPIs

• Full awareness and understanding of information available on NAV to support the Financial Planning Partner(s).
• Track and monitor personal KPIs on NAV.
• Request assistance and guidance from POM where KPI scores reflect gaps.
• Liaise and orientate with the Financial Planning Partner on all data and practice attributes on NAV.

Marketing Support

• Assist with the organization of client events in conjunction with the events coordinator i.e. booking venues, RSVP management, event management etc.
• Assisting Financial Planning Partners at client events.
• Function as a primary point of contact for clients thus strengthening client relationships.

Office Management

• Support the general office management including reception, facilities, meeting room management, stationery, marketing material etc.
• Submit orders for stationery, business cards, marketing brochures, client folders etc. to the Head of Operations timeously to avoid running out of stock.

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