Admin Assistant

SUMMARY:
Our client is seeking a highly motivated and driven Admin Assistant to join their growing holistic independent financial planning business based in Somerset West. This is an exciting opportunity for someone looking to work in a dynamic, small-team environment, where you will have the chance to make a meaningful contribution to the overall efficiency of the business.

POSITION INFO:
Role Overview:
As the Admin Assistant, you will play a key role in providing secretarial, administrative, and client service support. You will work closely with the financial planners and the team to ensure smooth operations and high-quality service delivery for their clients. This is a multi-faceted role, ideal for someone who thrives in a fast-paced environment and enjoys taking ownership of tasks and processes.

Key Responsibilities:

• Be the initial point of contact, managing incoming calls and appointments.
• Manage and maintain the advisors' calendars and ensure timely scheduling of meetings.
• Act as a point of coordination for all administrative needs within the team.
• Deliver administrative requirements efficiently and within set timelines.
• Oversee general office management duties, including maintaining stock of stationery and consumables.
• Proactively manage client queries, ensuring all client-related tasks are followed through to completion.
• Verify that all documents and communications sent to clients and service providers are accurate and up to date.
• Follow up on client transactions, implementation of new business, and ensure deliverables are met in a timely manner.
• Track and manage outstanding client deliverables and ensure clients are kept informed throughout the process.
• Ensure amendments to financial products (investments, insurance policies, etc.) are processed accurately and confirmed with the client.
• Assist with claims (Medical Aid, Gap claims, Life Cover, and Short-term Insurance).
• Use the CRM system to capture workflows, tasks, and client interactions
• Ensure that workflows, protocols, and systems are efficient and aligned with business needs
• Champion the adoption of new technology and process improvements to increase business efficiencies
• Ensure FAIS and FICA compliance of all CRM and hard copy files.
• Maintain and store all documents digitally and ensure records are up to date for internal audits.
• Keep compliance registers updated and assist in audit preparations.

• Matric or higher qualification.
• Fluent in both English and Afrikaans.
• Minimum of 5 years’ experience in a financial planning practice, administering a wide range of financial products, and assisting financial planners.
• Proficient in MS Office Suite.
• Service provider system knowledge is advantageous.
• Previous experience in a holistic financial planning environment is required.