Financial Planning Partner Assistant - Constantia

Catch; Wes-Kaap; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Catch seeks a Partner Assistant to support Financial Planning Partners with client services, data management, and administrative workflows. You will work within a regional team, coordinating with assistants and practice colleagues to ensure accurate documentation and seamless service delivery.

Responsibilities include onboarding, AML/FICA checks, lodgment compliance, and maintaining client records in XPlan/NAV.

Qualifications

• Proven experience in financial services admin and client services.
• Understanding of FAIS and AML considerations is desirable.
• Experience coordinating with financial planning partners and clients.
• Proficiency with CRM and document management tools.

Responsibilities

• Support Financial Planning Partners with client services and administrative tasks.
• Liaise between practice and regional/head office; ensure timely delivery of client requirements.
• Handle onboarding, documentation checks, and lodgment rules.
• Process client communications and maintain accurate records in XPlan/NAV.
• Support portfolio managers and CRMs with data preparation and reporting.
• Coordinate appointments and medicals for clients as required.
• Monitor commission statements and assist with fee reconciliation.
• Escalate issues to Partners regarding fees or commissions.

Skills

MS Office

Excel

Outlook

SharePoint

XPlan

Verbal communication

Written communication

Organizational skills

Attention to detail

Team collaboration

Tools

XPlan

NAV

Astute

Job description

Kindly note that this is a 12 month fixed-term contract

Purpose of role:

The Partner Assistant supports the Financial Planning Partner(s) in providing the required levels of client services to our clients. The Assistant is part of a regional team and is encouraged to collaborate with other Assistants in their office as well as with team members in the Region. The Assistant takes responsibility for overseeing the administrative, operations and client services support to the Financial Planning Partner and is the liaison person between the practice and the regional office / head office.

Categories:

• 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 (internal commission module linked to CRM) 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 (company's internal CRM) 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 Integrated Wealth Planning 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 (the company's proprietary software that manages all aspects of the Partner's practice).
  • 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 Partnership Operations Manager timeously to avoid running out of stock.

Knowledge

• Financial Services Industry
• Understanding of FAIS and FICA legislation

Competencies

• Computer skills: Microsoft Office (Excel, Word, Outlook essential); SharePoint
• Experience with 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