Financial Planning Partner Assistant (12-month Fixed-term Contract)

SUMMARY:
Our Client, a leader in the Financial Services space; is seeking to employ a Financial Planning Partner Assistant to their team based in Constantia, Cape Town.

Please note that this is a 12 - Month Fixed Term Contract.

POSITION INFO:
Requirements:

• 2–3 years’ experience in the financial services industry advantageous.
• Relevant tertiary qualification or financial services related courses advantageous.
• Financial services industry knowledge.
• Understanding of FAIS and FICA legislation.
• Computer skills: Microsoft Office (Excel, Word, Outlook essential); SharePoint as well as AI tools and social media.
• Xplan experience.
• Good verbal and written communications skills.
• High energy individual who is customer centric and relationship orientated.
• Methodical, accurate and have meticulous attention to detail.
• Initiative-taking work ethic.
• Organizational skills, ability to prioritize, plan and manage projects.
• Ability to collaborate with others.
• Critical thinking: ability to strategize, research and interpret.
• Assertiveness, proactive and resourceful.

• 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 and 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 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 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 IWP 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 and 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. 
• Maintain an accurate diary system. (Xplan and 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.