Administration Specialist at Profile Personnel

Job Description

• We are looking for an Administration Specialist who understands the importance of getting the details right, keeping processes on track and providing reliable support to clients, advisors and internal stakeholders. The role involves managing client accounts, processing investment-related transactions, maintaining compliant records and liaising with various financial service providers.

Key Responsibilities

• Respond to client and advisor queries professionally and ensure requests are handled within appropriate timeframes.
• Provide account-related documentation, including tax certificates, portfolio statements and capital gains reports.
• Assist with client onboarding, account openings and the verification of mandates and supporting documentation.
• Capture new accounts, update client details and maintain accurate electronic and physical records.
• Ensure client documentation and account administration comply with internal procedures and FICA requirements.
• Process cash transfers, share transfers, portfolio transfers and share dematerialisation transactions.
• Verify transaction instructions, check supporting documentation and monitor the progress of transactions through to completion.
• Liaise with custodians, brokers, transfer secretaries and other service providers to resolve queries and follow up on outstanding matters.
• Identify and escalate processing delays, discrepancies or exceptions where necessary.
• Provide backup support to colleagues within the administration team.
• Assist with departmental projects, process improvements and general administrative duties as required.

Minimum Requirements

• At least 5 years' experience in an administrative role, preferably within the financial services or investment industry.
• Relevant tertiary qualification in Financial Services, Commerce, Investments or a related field would be advantageous.
• Previous experience in securities or investment administration, including:
• Cash transfers.
• Share transfers.
• Portfolio transfers.
• Share dematerialisation.
• Client servicing and account administration.
• Working knowledge of FICA requirements and internal compliance controls.
• Proficiency in Microsoft Office, particularly Excel, Word, Outlook and Teams.
• Familiarity with CRM and financial administration systems.
• Basic reconciliation skills and the ability to identify discrepancies.

Skills & Competencies

• Strong client service orientation and a professional, courteous approach.
• Good written and verbal communication skills.
• Excellent organisational and planning abilities.
• Strong time-management skills and the ability to prioritise competing tasks.
• High attention to detail and a commitment to accuracy.
• Ability to work under pressure and meet deadlines.
• Accountable, reliable and compliance-conscious.
• Good problem-solving skills and the ability to follow up on outstanding matters.
• A collaborative team player who can build effective working relationships with internal and external stakeholders.
• Willingness to learn, adapt and take on additional responsibilities.