Financial Planning Partner Assistant

Our client is looking for a Financial Planning Partner Assistant to provide comprehensive administrative, operational and client service support to Financial Planning Partners.

The successful candidate will act as an important liaison between the financial planning practice, clients, product providers and regional support teams, ensuring that client requirements, transactions and administrative processes are handled accurately and efficiently.

KEY RESPONSIBILITIES

Client Services

• Provide professional and efficient client service on behalf of the Financial Planning Partner.
• Act as a primary point of contact for clients and ensure client requirements are followed up and resolved.
• Implement and maintain administrative processes and controls within the financial planning practice.
• Liaise with product providers regarding client transactions and requirements.
• Assist with formal complaint resolution processes where required.
• Ensure client service activities are conducted in line with Treating Customers Fairly principles.

• Collect and collate client information and assist with fact-finding processes.
• Prepare documentation for client engagements and financial planning meetings.
• Capture and check FICA and AML information during the client onboarding process.
• Check client documentation for completeness and accuracy.
• Manage administration relating to client transfers and new business transactions.
• Submit intermediary appointment documentation to relevant product providers.
• Monitor transfers and ensure ongoing fees are received where applicable.
• Capture and submit new business applications with all supporting documentation.
• Monitor underwriting and acceptance of new business.
• Arrange medical examinations for clients where required and follow up on outstanding requirements.
• Provide ongoing service and maintenance support to Financial Planning Partners and their clients.

• Check commission statements and manage commission suspense accounts.
• Follow up with product providers regarding outstanding commissions and fees.
• Assist Portfolio Managers and CRM teams with mandates and applications.
• Maintain instructions and tasks through the relevant CRM system.

• Prepare client portfolios using available product provider information.
• Maintain accurate and up-to-date client policy schedules.
• Capture and maintain client demographic and financial information on CRM systems.
• Integrate client data between relevant systems.
• Upload and maintain electronic client documentation and checklists.
• Ensure accurate record keeping and secure storage of client information.
• Manage client communications through the CRM system.
• Maintain detailed client notes and tasks.
• Prepare documentation and information for client reviews.
• Produce and check consolidated client reports.
• Maintain an accurate diary and appointment system.
• Assist with resolving technology issues and liaise with IT support where required.

• Assist with the organisation and coordination of client events.
• Manage RSVPs, venues and event-related administration.
• Assist Financial Planning Partners at client events.
• Support general office administration and reception duties where required.
• Assist with meeting room, stationery and marketing material requirements.
• Ensure office supplies and client materials are ordered timeously.

• 2–3 years' experience within the financial services industry would be advantageous.
• Relevant tertiary education or financial services-related courses.
• Knowledge of the financial services industry.
• Understanding of FAIS and FICA legislation would be advantageous.
• Experience working with Xplan would be advantageous.

• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Share Point
• Xplan

• Excellent verbal and written communication skills.
• Strong customer service and relationship-building abilities.
• Highly organised and methodical with excellent attention to detail.
• Proactive and able to take ownership of tasks.
• Strong planning, prioritisation and time-management skills.
• Ability to manage multiple tasks and meet deadlines.
• Strong problem-solving and critical-thinking abilities.
• Ability to research, interpret information and identify practical solutions.
• Excellent teamwork and collaboration skills.
• Assertive, resourceful and adaptable.
• Resilient and able to work effectively under pressure.
• Professional and confidential approach when dealing with sensitive client information.
• High-energy, client-focused and relationship-oriented personality.