Office Manager at Momentum Metropolitan Holdings Limited

ROLE PURPOSE

The Office Manager (OM) is pivotal in ensuring overall optimal support and service experience, to internal and external stakeholders, in partnership with the sales team with a view of sales creation. The OM role requires effective leadership of the operations team in order to ensure organisational effectiveness and efficiency through world-class leadership. The Office Manager is expected to spearhead, lead, embrace and create technology adoption with self, team and all stakeholders as well as be responsible for the seamless business continuity in general operations (including infrastructure).

REQUIREMENTS

Knowledge:

• Extensive financial services industry knowledge.
• Knowledge of administrative policies, procedures and processes.
• Knowledge of business-related rules, legislation and regulations.
• Knowledge of relevant regulatory and compliance requirements.

Skills:

• Presentation skills
• Influencing skills
• Planning and organising skills
• Communication skills
• Interpersonal skills
• Technology savvy
• Ability to work virtually under the current pandemic
• Microsoft Office skills

RESPONSIBILITIES AND WORK OUTPUTS

Internal Processes

• Successful management of new business process
• Manage general operations and infrastructure including but not limited to:
  • Lease management including being concept driver of the branch of the future
  • Optimal connectivity
  • Security and safety of People
• Accurate reporting, measure results to continuously improve delivery.
• Daily workflow management and effective resource planning, identification of service failures and problem resolution.
• Manage the implementation of standard operating procedures and uphold good quality and service standards.
• Manage business efficiency through the management and optimisation of people, processes, systems and technology.
• Implement and monitor the application of good governance principles,
  • Treat Customers Fairly (TCF),
  • POPIA,
  • FICAA principles and any other legislative compliance requirements.
• Manage escalation process to resolution and identify and fix process inefficiencies.
• Responsible for all area specific training and events which includes RSVP
• Administrative support to Regional Sales Manager
• Responsible for all system, process and technology training requirements for all internal and external stakeholders (ability to train)
• Execution of panel management has to be aligned with our Game plan credo and it expected that person understands the impact of linkage changes
• Adhere to Way of work document

Client

• Maintain meaningful business relationships with all stakeholders
• Independent Financial Advisor (IFA) contract management process and maintenance
• Create and enhance brand visibility in the IFA practices
• Manage and record client query processes and ensure that queries are tracked, accurately resolved and used as a mechanism to improve client service and business processes.
• Know IFA practice and productive status level
• Understanding the role and requirement of the client in the IFA practice
• Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service.

People

• Create a positive work climate and culture to energise employees, give meaning to work, minimise work disruption and maximise employee productivity.
• Demonstrate exemplary leadership behaviour, through personal involvement, commitment and dedication in support of organisational values. (Game Plan Credo & Partnership Model)
• Drive a culture that guides and directs best practice, fostering an environment of continuous learning, improvement, high performance and cohesiveness.
• Select and recruit suitably qualified talent in line with Employment Equity principles and Momentum Metropolitan values.
• Effectively manage performance within the team in order to ensure business objectives are achieved.
• Encourage innovation, change agility and collaboration within the team.
• Management and implementation of employee orientated processes:
  • Recognition - MDS Elite Programme programme
  • Performance Excellence - lead and engage with employees on set team goals through authentic performance conversations with employees
  • Employee Engagement and morale of employees
  • Employee wellness

Finance

• Control the budget for area of responsibility, including the timeous processing of expenditures and implementation of financial regulations within budget constraints
• Manage high risk and problematic financial issues in area of accountability and contribute to the development of policy (curtailing and minimizing potential losses)
• Recording of IFA expenditure on the conflict of interest record keeping tool
• Provide feedback on the effectiveness of financial policy, practice and procedures: preventing illegal, unethical or improper conduct.
• Adhere to risk management, governance and compliance policies in own area, to identify and manage governance and risk exposure liability.
• Investigate reported wilful acts of non-compliance to organisation policy and practice and report on findings.

COMPETENCIES REQUIRED

• Brand Ambassadorship
• Attention to detail
• Self-starter
• Leading and supervising,
• Business acumen,
• Professional standards
• Relating and networking (building rapport and relationships),
• Change management,
• Stress tolerance,
• Flawless and effective communication (written and oral),
• Delivering results and meeting stakeholder expectations,
• Teamwork and collaboration,
• Positively impact and influence on the IFA practice
• Self-awareness, self-management and insight and ability to apply emotional intelligence
• Deadline Driven
• Able to travel as much as the job requires and travel documentation in order

EXPERIENCE AND QUALIFICATIONS

Qualifications:

• Grade 12, Matric
• Relevant NQF 7 business related tertiary level qualification (advantageous)

Experience:

• Proven minimum of two years’ office management experience in financial service industry,
• Experience within the MDS Sales environment will be an advantage,
• Proficient in Afrikaans and English (both written and verbal).
• Valid driver license

DISCLAIMER

• The successful candidate will be primarily based at our Momentum Distribution Services office in Polokwane.
• Only online applications received on our Careers portal will be considered. If you have any issues with submitting your application online, please send an email with your CV attached to [email protected]. with the position title in the subject line.
• Preference will be given to internal candidates.
• Agency CVs will be considered at the line manager's discretion.

Closing Date: 3 November 2020