Personal Assistant (Insurance)

SUMMARY:
Bedfordview (Gauteng) - Our client, a leading independent financial brokerage, is expanding its team and seeking a dedicated Personal Assistant to join their dynamic Administration team.

This role is perfect for a highly capable individual who thrives under pressure and excels at following instructions with precision. If you are an excellent communicator with a passion for providing top-notch administrative support, we want to hear from you!

POSITION INFO:
Key Responsibilities:

Administrative Support:

• Assist the admin manager with ad-hoc tasks as requested.
• Manage the front desk switchboard for all departments between JHB & DBN branches.
• Collect and analyze relevant information to compile reports and file accordingly.
• Ensure the photocopier has sufficient paper and ink cartridge, replenishing as required.
• Keep all documents, corporate files, and filing up to date and systematically organized for easy access.
• Open new files for potential new clients and maintain SLA record keeping.
• Answer calls promptly, forward messages accurately and in detail.
• Perform daily or weekly filing.
• Maintain, update, and archive files in a structured and confidential manner, adhering to due diligence and record-keeping standards.
• Keep copies of all policy records and contracts, ensuring copies are sent to clients.
• Assist in the required monthly broker budget (paid over) and minimum new client requirements.

• Maintain an updated query register on all staff records.
• Ensure client and company confidentiality.
• Keep relevant information confidential according to legislative requirements (POPI Act, FICA, FAIS).
• Capture, store, maintain, and update electronic data effectively.
• Liaise with relevant consultants to ensure E-filing is maintained.

• Handle dealings and correspondence with clients professionally and diplomatically, whether in person, electronically, or telephonically.
• Collaborate with other parties to deliver quality service to clients.
• Promptly and effectively handle any queries that arise.
• Request copy statements and tax certificates for clients when requested by the admin manager, broker, or relevant department.
• Refer any queries that cannot be answered to the admin manager in a timely manner.
• Update job knowledge by participating in educational opportunities, reading regulations, and professional publications.

• Forward claim forms at client request.
• Assist clients in completing claim forms correctly.
• Ensure clients return correctly completed and signed claim forms and supporting documents within the contractual claim period.
• Submit claims to the necessary provider.
• Keep the register and reporting system updated.
• Liaise with brokers and clients regarding claim outcomes.
• File claims on all library mediums.

• Submit weekly registers to the admin manager and stat consultant.

• Matric or Equivalent 
• Proven experience as a Personal Assistant or Administrator.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Proficiency in MS Office and office management software.
• Ability to maintain confidentiality and handle sensitive information.
• Knowledge of insurance brokerage operations is a plus.

• Minimum of 2-3 years of experience in a similar role.
• Experience in the insurance industry is advantageous.