Financial Planning Assistant - Ultra Personnel : Pharmaceutical, Insurance, Engineering - Port Elizabeth

Reference: JHB000940-VM-1Leading and well known "financial services and investments" organisation requires a Financial Planning Assistant for their Port Elizabeth Branch. You will support the Financial Planner in providing the required levels of client services to our clients. The Assistant is part of a regional team and is encouraged to collaborate with other Assistants in their office as well as with team members in the Region. The Assistant takes responsibility for overseeing the administrative, operations and client services support to the Financial Planner and is the liaison person between the practice and the regional office / head officeClient ServicesImplementation of the client services experience, as defined by the Head of OperationsTake full responsibility for the implementation of administrative processes and controls in Financial Planning (including all transactions, queries, reporting etc.)Liaison between Financial Planner and product providers (PPs)Equipped to follow the formal complaint resolution processIs the point of contact for clients, ensuring the efficient delivery of client requirements on behalf of the Financial Planner Adhere to the culture and principles of Treating Customer FairlyOperationsCollation of all clients related information (data discovery and fact find) and preparation of documentation for engagement between Financial Planner and clientFICA and AML capture and checking on client onboard processChecking of transition documentation to ensure completeness and accuracy in alignment to relevant client file checklist & lodgment rulesAdministration relating to client transfer and new business transactionsSubmission of intermediary appointment notes to relevant PPsMonitoring the submission of intermediary appointment notes to ensure clients successfully transfer to the license group and that ongoing fees are received from the relevant PPsCapture and checking of new business documentation to ensure completeness and accuracy in alignment to the lodgment rulesSubmission of new business application(s), together with supporting documentation to relevant PPsMonitoring the underwriting and acceptance of new business transactionsArranging medicals for clients where required and follow up on outstanding requirements to ensure new business transactions are confirmed by the relevant PPs timeouslyProviding an ongoing service and maintenance support function to the Financial Planner and his / her clientsCheck Commission statements from CommPay (internal commission module linked to CRM) and PPsManage commission suspense accounts aligned to compliant new business lodgmentEscalate with PPs regarding commissions / fees due to the Financial PlannerOperational support for Portfolio Managers and CRMsAssistants align with the PCS CRMs to ensure complete pre-population of PCS mandates and applicationsAll instructions to PM and CRMs initiated and maintained via XPlan (company’s internal CRM) tasksIT & SystemsPreparation of client portfolio’s using Astute and / or product provider information. Ensuring XPlan Policy Schedules are up to date and accurateData capture of client demographic data on client relationship management system XPlanClient financial data capture (ASTUTE, PPs and manual)Data integration between XPlan and Integrated Wealth Planning for handover to BDM or Financial Planner 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 & safe storage into XPlanDistribute 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 Planner via xPlanExtensive use of XPlan notes and tasks to manage client records and organization of practicePrepare for clients reviews as per client review templateClient review preparation by producing and checking the Client Consolidated Reports (CCR) from NAV (the company’s proprietary software that manages all aspects of the Partner’s practice)Maintain an accurate diary system. (XPlan & Outlook integration)Address all technology issues experienced by the Financial Planner and facilitate the solution - liaison with the IT support desk etc.NAV & KPIsFull awareness and understanding of information available on NAV to support the Financial Planner Track and monitor personal KPIs on NAVRequest assistance and guidance from POM where KPI scores reflect gapsLiaise and orientate with the Financial Planner on all data and practice attributes on NAVMarketing SupportAssist with the organization of client events in conjunction with the events coordinator i.e. booking venues, RSVP management, event management etc.Assisting Financial Planner at client eventsFunction as a primary point of contact for clients thus strengthening client relationshipsOffice ManagementSupport 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 stockKnowledgeFinancial Services IndustryUnderstanding of FAIS and FICA legislationCompetenciesComputer skills: Microsoft Office (Excel, Word, Outlook essential); SharePointExperience with XPlanGood verbal and written communications skillsHigh energy individual who is customer centric and relationship orientatedMethodical, accurate and have meticulous attention to detailInitiative-taking work ethicOrganizational skills, ability to prioritize, plan and manage projectsAbility to collaborate with othersCritical thinking: ability to strategize, research and interpretProblem solving ability to apply creative skills in evaluating problems and identifying best solutions while being flexible to accommodate the changing needs of the clientsTeamwork: be a reliable and productive member of the teamProfessional presence: as a representative of the organization, a professional image and professional conduct are always expected and requiredTime management: ability to manage time and tasks to ensure deadlines are metAssertiveness, proactive & resourcefulResilient under pressureQualifications and Experience2-3 years in the financial services industry required.Relevant tertiary education or courses Monthly plus Basic salary and provident fund Apply Now

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Financial Planning Assistant - Port Elizabeth

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