Pretoria: Financial Planning – Partner Assistant posted by Headhunters

Our client in the Financial Services Industry based in Menlyn Pretoria is currently looking to employ a Financial Planning Partner Assistant.

Fixed Term 12 Month Contract

Requirements:

• 2-3 years in the financial services industry will be advantageous.
• Relevant tertiary education or courses.
• Financial Services Industry.
• Understanding of FAIS and FICA legislation.
• Computer skills: Microsoft Office (Excel, Word, Outlook essential); SharePoint.
• 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.
• Ability to collaborate with others.
• Critical thinking: ability to strategize, research and interpret.
• Assertiveness, proactive and resourceful.

Responsibilities and expectations 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:

• 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.

Only shortlisted candidates will be contacted. If you do not hear from us within two weeks of applying, please consider your application unsuccessful.