Financial Advisor Assistant at Alexander Forbes

Job Summary
To deliver exceptional Administration Support to Financial Advisers, in their goal to secure new Clients and service an existing Client base. To cultivate great Client relationships and deliver great Client service.
DUTIES AND RESPONSIBILITIES
Key Functions Guidelines

Financial – New Business & other financial transactions

• Collections of funds.
• FICA & FAIS Compliance checks.
• Screen all application and transactional forms to ensure all required info is fully completed.
• Screening of all other requirements relating to the financial transaction.
• Submit financial transaction timeously for processing
• Screening of confirmations of transactions / activities to ensure accuracy and correct reporting.
• Keep Client/Advisor informed of progress of all activities till completion.

New Business Prospect

• Prepare New business pack, which include:
• Mandate
• LOA
• FAIS disclosure
• RPQ
• Will application
•  Any documents relevant to the meeting

Assisting the Advisor with maintaining the existing Client base.

• Liaise with Advisor and Client to establish what documents / information is required for the first meeting (get Letter of authority / broker’s note signed etc.).Prepare all documentation required and reports for this meeting (refer to point 4).
• Schedule Client meetings.
• Booking of meeting room.
• Arrange parking.

Review Process

• CRM review list monthly in advance and discuss same with Financial Advisor (where applicable),
• Set up review meeting with Client and invite report writer on calendar (where applicable),
• Ensure that the Client receives an LOA to sign immediately when meeting is set up.
• Change annual review status to pending,
• Confirm review meeting with Client one week before the date.
• Check our database to see if the Client is fully FICA/FAIS compliant. If not, print off necessary, FAIS docs for the file for the meeting; and advise the Client to bring in New FICA if necessary,
• Ensure that the report writer receives a copy of the signed LOA (where applicable).
• Scan the signed report and attach to CRM,
• Print and bind report and hand original to Advisor,
• Scan minutes after the meeting and any new FICA or FAIS docs and attach to CRM.
• Mark retail annual review as complete, selecting correct type e.g. face to face review (where applicable).
• Check that new retail annual review is triggered for the next meeting (where applicable). NB! where client has a Living Annuity, review should be set up two months prior to income review date.

Existing Business activities/transactions.

• Static detail changes to be updated on Interface at all times to ensure data integrity is maintained. Ensure instruction submitted to relevant service provider.
• Submit all transactions for processing e.g. Switches, New business, Policy surrenders, Living Annuity income review etc. timeously,
• Client handovers /recoding,
• Attend to all email and phone call Client queries / requests,
• Keep Client/Advisor informed of progress of all activities till completion.

Systems

Update all systems:

• New Business Monitor- (update new business from pending to submitted, ensure that the date is changed to date business was issued,
• CRM – Clear precise notes / instruction, on task to be actioned,
• Interface – Accurate loading of New, Business on Interface, including fees.

General

• Faxing, photocopying, printing, binding, scanning,
• Attend to all incoming calls and emails,
• Answer buddy’s call when away from their desk
• Filing,
• Assist/support other Advisors in the absence of their assistant,
• Assist with identified projects to support business efficiencies.

COMPETENCIES
Essential Behavioral Competencies:

• Excellent verbal and written communication skills (and to communicate effectively)
• Excellent telephone manner and confident on the phone
• Professional and presentable demeanor
• High level of Client service orientation
• Ability to deal with multiple tasks simultaneously
• Ability to work independently and under pressure
• Attention to detail/accuracy and efficient
• Proactive - take initiative
• Team player/reliable
• Strong work ethic
•  Positive attitude and self-motivated

SKILLS AND ABILITIES

• Managing Relationships – Works to build and maintain warm, friendly and constructive relationships; is responsive to the needs, feelings and opinions of others.
• Ability to plan and organize – Has to be able to prioritize and plan and yet be flexible and adaptable in revising plans and priorities on short notice in order to achieve the Advisor / Clients objectives.
• Sense of urgency – Has to be able to cope with pressure and show ability to deal with urgent matters.
• Action Orientation – Initiates action to achieve objectives within set deadlines pro-actively takes responsibility for achieving work objectives and shows willingness to go the extra mile.
• Decision making – Must be able to come to a conclusion or decision, whether it be to further an investigation or for purposes of recommendation/ escalation to Admin Manager or Advisor.
• Resilience – be able to tolerate and persevere in a re-active environment. The ability to identify and correct conflicting instructions. Displaying the perseverance, energy and drive to persist, despite interruptions and unforeseen/ unexpected changes. To ensure tasks are completed accurately as well as within business cut off times.
• Systems knowledge – Effective usage and application of computer applications (MS Office/ Word, Excel, CRM/Interface.
• Product Knowledge - Industry knowledge.
• Adaptability – willingness to learn and adjust to a changing work environment.
• Co-operation & team work – co-operate and collaborate with internal / external stake-holders to support Business goals and objectives.