Job Description

Eastern Cape, Port ElizabethMonthly Cost To Company (Market related)Our client in the financial services industry is currently looking to appoint an Administrative Assistant, to be based in Port Elizabeth.A wonderful career opportunity awaits you.MINIMUM REQUIREMENTS:

• Matric.
• Tertiary qualification will be beneficial.
• At least 3 years administrative experience.
• Excellent computer literacy (Microsoft 365, SharePoint, One Drive, Teams, To-do/ Planner, Adobe, X Plan, Canva).
• Exceptionally strong admin skills.
• Super efficient and organized.
• Strong Written and Verbal Communication Skills.
• Meticulous Attention to Detail.
• Sunny Disposition.
• Can Do attitude.
• Progressive and Embraces change.
• Flexible and Hard Working.
• Works well under pressure.
• Can Multi-task.

RESPONSIBILITES:Administration:

• Overall administrative duties with regards to new and existing business for brokers.
• Preparation, summary and administration of quotes and client portfolio updates.
• Capturing of details onto the new business register and submitting new business applications.
• Run due diligence process on a client.
• Book and prepare review client files. Make sure all reviews are complete and monthly review targets met.
• Meet with Brokers to determine how many reviews are required for the month and set targets.
• Handle client queries timeously and effectively and follow up with all outstanding matters.
• Submit all investment applications.
• Keep updated registers of all processes and procedures, including flow charts.
• Responsible for compliance checks and implementation on files.
• Weekly updates and communication with regards to lapses / outstandings or missed premiums.
• Maintain and update the overall CRM System, including X-plan and making sure it is current, correct and updated.
• Ensure that all documents, corporate files and filing are always up to date and filed systematically.
• Open new files for potential new clients (digital).
• General Servicing - Amendments and submitting of all investment applications.
• Liaise with Broker consultants, accountants, attorneys, business bankers & medical professionals.
• All business document templates to be kept updated, as well as the office asset register.
• Keep copies of all policy records and contracts and ensure that copies are sent to clients.
• Overall telephone / administrative and office support duties for Brokers and Management.
• Assist with General Office duties, such as software back up and updates, printer, overseeing of office stationery orders and assistance with marketing and client / stakeholder relationship building.
• Aiding in the continuous development of the company, including meeting weekly tasks / goals and updates.
• Overall office support for the smooth running of the day-to-day operations of the business.
• Answering the telephone and transferring of calls and message taking where needed.
• Weekly reporting on compliance, reviews, client communication, arrear premiums and lapses.
• Keep Brokers and management informed at all times of any client queries / challenges / problems.
• Assist, upskill and communicate any new areas with regards to X-plan or Office 365 or products, etc. where the Brokers or team can benefit from.
• Welcoming of clients expected by Broker when arriving and offering tea / coffee.

Compliance:

• Updating of all documents, including client and compliance packs and all relevant business forms / applications and policies.
• Updating Directors on Compliance audits and what is outstanding, including training / CPD points.
• Weekly compliance updates and X-plan reports.
• Addressing compliance related queries from within the business.
• Creating a compliance culture within the business.
• Advising business (brokers and management) on regulatory changes which may impact compliance management within the business.
• Management of compliance functions where applicable, and working with the external compliance.
• Keeping Compliance SharePoint / One Drive up to date and relevant at all times, including the Administration Share Point Site.

Communication:

• Service clients - Email, face to face and telephonically.
• Communication - overall communication with clients.
• Keeping of client records updated at all times, including suppliers contacts and contracts.
• X-plan to remain updated and relevant with client details and information at all times.
• Office 365 - Keeping up to date where necessary on all areas and updating of pages / documents / webparts.
• Assist, upskill and communicate any new areas of development of plug-ins with regards to X-plan or Office 365 or products, etc. where the Brokers or team can benefit from.
• Keeping up to date with all relevant software X-plan with continuous personal development and upskilling of team.

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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