Client Services and Operations Administrator
01 February 2018
Web Ref : 309
• This is a new role within the business, the requirement for which has evolved through continued growth and development since the business’ inception in 2010. With the business positioned for sustainable growth, this is an opportunity to be an integral part of its development Job Specification • Administrative Support o Developing agendas for client meetings, setting up meetings and recording attendance o Assisting with document preparation for client meetings o Taking meeting minutes during client meetings, ensuring minutes are formatted and delivered to the Directors on time Assisting with managing the Company's filing system o Updating and organising the client database o Assisting with documenting meetings and following up on correspondence and action items o Assisting the Directors with client proposals, reviewing drafts and validating formatting prior to delivery o Liaising with the Directors on all issues pertaining to client investments, correspondence, requirements and communication o Ensuring prompt delivery of client reports and updates o Assisting with all administrative tasks as required to run the business in an efficient and optimal manner o Arranging logistics for meetings when required • Compliance o Monitoring and ensuring all client files are maintained and updated in terms of regulatory requirements (FAIS and FICA) o Liaising with third party Compliance service providers, assisting with reporting and adherence to compliance requirements o Updating and managing client records and files in terms of compliance requirements o Managing and maintaining the integrity and completeness of all documentation and data in client files o Assisting with the preparation for any compliance reports or audits. • Operational Support o Following up and liaising with vendors / asset managers on all deals, transactions and client instructions o Updating client portfolio information for valuation purposes and for monthly/quarterly reporting o Requesting and acquiring all source documentation relevant for client reporting o Documenting all correspondence and dealings with clients and communicating with the Directors o Investigating / making enquiries on new products / third party offerings requested by the Directorate in response to Client interest o Liaising with other ops team members to ensure reports, presentations and other ad hoc deliverables are completed • Client Liaison o Interacting with clients telephonically, via correspondence or assisting the Directors in client meetings o Dealing with sensitive and confidential information o Handling administration of clients’ requests for changes in their portfolios such as redemptions and switches o Drafting implementation instructions for client signoff and reporting on status of transactions o Monitoring, managing and reporting on any transitions that might occur within clients’ portfolios Key Competencies and Skills • Excellent organisational skills • Excellent attention to detail • Ability to create and manage logical and efficient workflows and operational systems • Excellent communication skills • Proficient in Microsoft Office • Experience in Financial Services and in particular with FAIS
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