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Cape Town

    Financial Planning Partner Assistant - Cape Town, South Africa - Headhunters

    Headhunters
    Headhunters Cape Town, South Africa

    1 day ago

    Headhunters background
    Description
    Requirements:
    • 2-3 years in the financial services industry required.
    • Relevant tertiary education or courses.
    • Financial Services Industry.
    • Understanding of FAIS and FICA legislation.
    • 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 while being flexible to accommodate the changing needs of the clients.
    • Teamwork: be a reliable and productive member of the team.
    • Professional presence: as a representative of the organization, a professional image and professional conduct are always expected and required.
    • Time management: ability to manage time and tasks to ensure deadlines are met.
    • Assertiveness, proactive and resourceful.
    • Resilient under pressure.
    • Ability to multi-task.
    • Maintain absolute confidentiality.

    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:
    • 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 and 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 (companys internal CRM) 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 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 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 (the companys proprietary software that manages all aspects of the Partners practice).
    • 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.

    Please note should you not receive a response within two weeks of applying you may assume that your application was unsuccessful.
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