Pretoria: Financial Planning – Partner Assistant (12 Month Contract) posted by Headhunters

About the Role

Our client in the Financial Services Industry based in Menlyn Pretoria is currently looking to employ a Financial Planning Partner Assistant on a 12-month contract basis. This role will provide administrative support to the Financial Planning Partners, ensuring the efficient delivery of client requirements and maintaining accurate records.

Key Responsibilities

• 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).
• Follow the formal complaint resolution process.
• Serve as the point of contact for clients, ensuring efficient delivery of client requirements on behalf of the Financial Planning Partner(s).
• Adhere to the culture and principles of Treating Customer Fairly.

• Operations:
• Collate client information (data discovery and fact find) and prepare documentation for engagements between the Financial Planning Partner and client.
• Capture and verify FICA and AML requirements during client onboarding.
• Check transition documentation for completeness and accuracy, aligned to client file checklists and lodgment rules.
• Administer client transfers and new business transactions.
• Submit intermediary appointment notes to relevant PPs and monitor to ensure successful client transfer to the license group and receipt of ongoing fees.
• Capture and verify new business documentation for completeness and accuracy in line with lodgment rules.
• Submit new business applications and supporting documents to relevant PPs.
• Monitor underwriting and acceptance of new business transactions.
• Arrange client medicals where required and follow up on outstanding requirements to ensure timely confirmation of new business by relevant PPs.
• Provide ongoing service and maintenance support to the Financial Planning Partner and clients.
• Check commission statements from CommPay and PPs; manage commission suspense accounts in line with compliant new business lodgment.
• Escalate with PPs regarding any commissions or 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 and Systems:
• Preparation of client portfolios 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 and 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 and Outlook integration)
• Address all technology issues experienced by the Financial Planning Partner and facilitate the solution – liaison with the IT support desk, etc.

• NAV and 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.

Requirements

• Relevant tertiary education or courses.
• Understanding of FAIS and FICA legislation.
• Financial Services Industry experience (2-3 years advantageous).
• Xplan experience.
• 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