Financial Planning Partner Assistant: Client Ops & Xplan

Headhunters (South Africa); Kloof; On-site; ZAR 360,000 - 420,000; Full time

Job summary

Headhunters (South Africa) is seeking a detail-oriented Client Services & Operations Administrator to support the Financial Planning practice. You will implement client services processes, handle onboarding, and liaise with product providers to ensure smooth client experience.

Requirements include 2–3 years in financial services, FAIS/FICA understanding, Xplan and MS Office proficiency, and a proactive, customer-focused approach to support planners and clients.

Qualifications

• 2-3 years in the financial services industry will be advantageous.
• Relevant tertiary education or courses.
• Understanding of FAIS and FICA legislation.
• Computer skills: Microsoft Office (Excel, Word, Outlook essential); SharePoint.
• Xplan experience.
• 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.
• 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.

Responsibilities

• 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).
• 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.
• Collation of all clients related information (data discovery and fact find).
• 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 and 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.

Skills

Customer focus

Relationship oriented

Attention to detail

Initiative

Organizational skills

Critical thinking

Problem solving

Prioritization

Financial services experience

Education

Relevant tertiary education or courses

Tools

Xplan

SharePoint

Excel

Word

Outlook

NAV

Astute

Job description

Headhunters (South Africa) is seeking a detail-oriented Client Services & Operations Administrator to support the Financial Planning practice. You will implement client services processes, handle onboarding, and liaise with product providers to ensure smooth client experience.

Requirements include 2–3 years in financial services, FAIS/FICA understanding, Xplan and MS Office proficiency, and a proactive, customer-focused approach to support planners and clients.