Work Coordinator | Retail Operations | Shared Services at Allan Gray Proprietary Limited

Job Description

• The candidate will be responsible for the accurate identification and distribution of work based on cut-off times and work types, ensuring that the business' turnaround times are met.
• This individual will also attend to various ad-hoc duties and reporting centred around the business within the specified deadlines.
• All of these should be done while observing the strictest high standards in line with the Allan Gray ethics and values systems.

Responsibilities

• To accurately and efficiently distribute all incoming instructions received through:
• Incoming faxes and emails via Siebel and Appian (internal system)
• Original instructions received from walk-in clients
• Original instructions received via post
• To manage and monitor the daily work queues and workflow through distribution of incoming work by performing daily service request reconciliations to ensure all work items have been processed
• Implement controls to mitigate processing risk, particularly associated with work distribution, cut-off's and turnaround times
• To recommend efficiencies to existing processes and provide input to new processes by identifying trends and irregularities in workflow process
• Ensure timeous processing of daily workflow so as to meet / exceed client expectations and Service Level Agreements (SLA)
• Support Allan Gray stakeholders with ad-hoc duies as required
• Preparation and posting of all client related communication
• Scanning, posting and distribution of received post
• Filing and Metro file maintenance of the received post
• Ensure timeous assistance with communication queries relating to the print room
• Management of returned mail

Key Attributes & Compencies

• Accuracy and attention to deal
• Ability to accept responsibility for all tasks
• Ability to ensure a thorough knowledge of processes and procedures
• Ability to function well under pressure
• Ability to work effectively as part of a team
• Deadline driven
• Excellent time management skills
• Excellent verbal and written communication
• Excellent problem-solving skills
• Flexible, energetic, trustworthy, organised, self-disciplined & motivated
• The highest standards of personal integrity

Job Specifications

• Relevant business / commerce degree or current work related experience
• Sound knowledge of the financial industry an advantage
• Intermediate Computer Literacy – Word, Excel & Email