Job Summary:
The Administrative Assistant plays a crucial role in supporting our financial services team by handling essential administrative tasks and ensuring smooth operations. This person will be responsible for a variety of tasks, including sourcing quotes, processing client instructions, filling out applications, and maintaining detailed records. The ideal candidate will have strong organizational skills, excellent communication abilities, and a background or interest in financial services.
Key Responsibilities:

• Administrative Support:
• Perform all admin tasks delegated by the Client Relationship Manager and Compliance Officer.
• Serve as the point of contact for client inquiries, providing timely and professional responses.
• Manage and organize client files, ensuring all documents are accurately filed and accessible for compliance and audit purposes.
• Client Instructions and Applications:
• Execute client instructions accurately and promptly, including adjustments to accounts, policy updates, and related tasks.
• Complete and submit financial applications, insurance claims, and other required documentation.
• Process changes and cancellations in line with client requests, ensuring compliance with company and industry policies.
• Quotes and Sourcing:
• Source and compare quotes for insurance, investments, and other financial products as requested by the client relationship team.
• Collaborate with insurance providers, brokers, and other financial service providers to secure the best rates and options for clients.
• Compliance and Record-Keeping:
• Assist the Compliance Officer in maintaining up-to-date client records, ensuring all required documentation is collected and organized.
• Regularly review files to ensure they meet compliance standards as per FSCA regulations in South Africa.
• Prepare and submit compliance reports as directed by the Compliance Officer.
• Client Interaction and Follow-Up:
• Coordinate client meetings and ensure meeting notes are accurately documented and action items are followed up.
• Engage with clients to confirm receipt of instructions and keep them updated on the status of their requests.
• Assist clients with form completion and documentation requirements, answering questions, and clarifying details as needed.
• System and Database Management:
• Update client information in the CRM system, maintaining accuracy across databases.
• Ensure all digital records are regularly backed up and secure, following company data protection policies.
• Compile and analyze data for monthly reports, tracking key metrics for the team.
• General Office Support:
• Manage office supplies related to client documents, printing, and mailing needs.
• Provide additional administrative support as required, including scheduling, scanning, filing, and general office tasks.

Qualifications and Skills:

• Education: Minimum of a high school diploma; a diploma or certificate in business administration or finance is a plus.
• Experience: Prior administrative experience in financial services, insurance, or a related field preferred.
• Skills:
• Strong attention to detail and high level of accuracy.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with financial industry software or CRM systems is advantageous.
• Ability to multitask and prioritize effectively in a fast-paced environment.

Key Attributes:

• Proactive and self-motivated with a strong sense of responsibility.
• Customer-focused with a commitment to providing excellent service.
• High level of integrity, maintaining confidentiality and professionalism at all times.

Why Join Us?

• Be part of a supportive and collaborative team within a growing financial services company.
• Gain valuable experience in the financial services industry, working with experienced professionals.
• Opportunities for professional growth and development in a dynamic, client-centered environment.

Job Types: Full-time, Permanent
Pay: R12 000,00 - R17 000,00 per month
Education:

• Certificate (Preferred)

Experience:

• Administrative office procedures, practices and equipment: 5 years (Required)
• Financial office: 5 years (Required)

Language:

• Afrikaans (Required)
• English (Required)

License/Certification:

• Driver's Licence (Preferred)

Location:

• Brackenfell, Western Cape (Preferred)

Willingness to travel:

• 25% (Preferred)

Application Deadline: 2024/11/29