Personal Assistant / Administrator to Financial Advisor

Ultra Personnel; Gqeberha; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A national financial services organization is seeking an experienced PA/Financial Administrator to support a Financial Advisor in Gqeberha. Responsibilities include managing client services, administrative support, and ensuring compliance with financial legislation. Candidates should have Matric, relevant tertiary education, and 2-3 years' experience in the financial services industry. Proficiency in Microsoft Office and CRM systems is essential.

Qualifications

• 2-3 years of administration experience in the insurance/financial services industry.
• Understand FAIS and FICA legislation.
• Excellent communication and multitasking skills.

Responsibilities

• Implement client service processes as defined by the Head of Operations.
• Manage administrative processes including transactions and queries.
• Support ongoing client service and maintenance.

Skills

Client services

Administration

Communication skills

Proficiency in Microsoft Office

Customer-focused

Education

Matric

Relevant tertiary education or courses

Tools

CRM systems

Astute

SharePoint

Job description

SUMMARY :

National organization within the financial services industry (investments and life insurance) is seeking an experienced PA / Financial Administrator for a Financial Advisor. This position is based in Port Elizabeth.

POSITION DETAILS :

Qualifications and Experience :

• Matric and computer literacy
• 2-3 years of administration experience in the insurance / financial services industry
• Relevant tertiary education or courses

The Administrator supports the Financial Advisor(s) by providing client services, administrative, operational, and client support functions, and acts as a liaison between the practice and the regional or head office.

Client Services :

• Implement client service processes as defined by the Head of Operations
• Manage administrative processes and controls, including transactions, queries, and reporting
• Liaise with product providers
• Follow formal complaint resolution processes
• Serve as the point of contact for clients, ensuring efficient service delivery
• Adhere to Treating Customers Fairly principles

Operations :

• Gather client information and prepare documentation for client engagements
• Handle FICA and AML client onboarding checks
• Verify transition and new business documentation for accuracy and completeness
• Manage client transfers, new business applications, and related documentation
• Monitor underwriting, arrange medicals, and follow up on requirements
• Support ongoing client service and maintenance
• Manage commissions, including checking statements and suspense accounts

Support for Portfolio Managers and CRMs :

• Assist with PCS mandates and applications
• Maintain instructions via Xplan tasks

IT & Systems :

• Prepare client portfolios using Astute and provider data
• Ensure policy schedules are current
• Capture and manage client data in CRM systems
• Upload documentation into xPlan and ensure proper record keeping
• Communicate with clients and manage client reviews

NAV & KPIs :

• Understand NAV information to support advisors
• Monitor and track KPIs on NAV

Marketing Support :

• Assist with organizing client events and support during events

Office Management :

• Support office operations including reception, facilities, and supplies

Knowledge and Competencies :

• Understanding of the Financial Services Industry, FAIS, and FICA legislation
• Proficiency in Microsoft Office, SharePoint
• Excellent communication skills
• Customer-focused, meticulous, organized, proactive, and able to prioritize
• Critical thinking, problem-solving, teamwork, professionalism, time management, assertiveness, resilience, and multitasking skills