Financial Planning Partner Assistant

SUMMARY:
Our client in the Financial Services industry is currently looking to employ a Financial Planning Partner Assistant based in East London.

A wonderful career opportunity awaits you.

POSITION INFO:
Requirements:

• 2-3 years in the financial services industry required.
• Relevant tertiary education or courses.
• Financial Services Industry.
• Understanding of FAIS and FICA legislation.
• Computer skills: Microsoft Office (Excel, Word, Outlook essential); SharePoint.
• Experience with XPlan.
• Good verbal and written communications skills.
• High energy individual who is customer centric and relationship orientated.
• Methodical, accurate and have meticulous attention to detail.
• Organizational skills, ability to prioritize, plan and manage projects.
• Critical thinking: ability to strategize, research and interpret.
• Problem solving ability to apply creative skills in evaluating problems and identifying best solutions while being flexible to accommodate the changing needs of the clients.
• Professional presence: as a representative of the organization, a professional image and professional conduct are always expected and required.
• Time management: ability to manage time and tasks to ensure deadlines are met.

• Implementation of the client services experience, as defined by the Head of Operations.
• Take full responsibility for the implementation of administrative processes and controls in the Financial Planning practice(s) (including all transactions, queries, reporting etc.).
• Liaison between Financial Planner Partner and product providers (PPs).
• Equipped to follow the formal complaint resolution process.
• Is the point of contact for clients, ensuring the efficient delivery of client requirements on behalf of the Financial Planning Partner(s).
• Adhere to the culture and principles of Treating Customer Fairly.

• Collation of all clients related information (data discovery and fact find) and preparation of documentation for engagement between Financial Planning Partner and client.
• FICA and AML capture and checking on client onboard process.
• Checking of transition documentation to ensure completeness and accuracy in alignment to relevant client file checklist & lodgment rules.
• Administration relating to client transfer and new business transactions.
• Submission of intermediary appointment notes to relevant PPs.
• Monitoring the submission of intermediary appointment notes to ensure clients successfully transfer to the license group and that ongoing fees are received from the relevant PPs.
• Capture and checking of new business documentation to ensure completeness and accuracy in alignment to the lodgment rules.
• Submission of new business application(s), together with supporting documentation to relevant PPs.
• Monitoring the underwriting and acceptance of new business transactions.
• Arranging medicals for clients where required and follow up on outstanding requirements to ensure new business transactions are confirmed by the relevant PPs timeously.
• Providing an ongoing service and maintenance support function to the Financial Planning Partner and his / her clients.
• Check Commission statements from CommPay (internal commission module linked to CRM) and PPs. Manage commission suspense accounts aligned to compliant new business lodgment.
• Escalate with PPs regarding commissions / fees due to the Financial Planning Partner.

• Assistants align with the PCS CRMs to ensure complete pre-population of PCS mandates and applications.
• All instructions to PM and CRMs initiated and maintained via XPlan (company’s internal CRM) tasks.

• Preparation of client portfolio’s using Astute and / or product provider information. Ensuring XPlan Policy Schedules are up to date and accurate.
• Data capture of client demographic data on client relationship management system XPlan.
• Client financial data capture (ASTUTE, PPs and manual).
• Data integration between XPlan and Integrated Wealth Planning for handover to BDM or Financial Planning Partner.
• 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 XPlan.
• Distribute 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 Planning Partner via xPlan.
• Extensive use of XPlan notes and tasks to manage client records and organization of practice.
• Prepare for clients reviews as per client review template.
• Client 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 Planning Partner and facilitate the solution - liaison with the IT support desk etc.

• Full awareness and understanding of information available on NAV to support the Financial Planning Partner(s).
• Track and monitor personal KPIs on NAV.
• Request assistance and guidance from POM where KPI scores reflect gaps.
• Liaise and orientate with the Financial Planning Partner on all data and practice attributes on NAV.

• Assist with the organization of client events in conjunction with the events coordinator i.e. booking venues, RSVP management, event management etc.
• Assisting Financial Planning Partners at client events.
• Function as a primary point of contact for clients thus strengthening client relationships.

• Support 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 stock.