REPORTING TO : Operations Manager
KEY RESPONSIBILITIES: Daily Processing
Checking all forms and supporting documentation have been received according to the relevant checklists
Capturing and processing new complete application forms within the daily turnaround times
Following up with the Communication Centre for incomplete application forms and instructions
Monitoring the bank reconciliation and following up on any outstanding funds daily
Checking client signatures have been verified and all supporting documentation has been received and processed in line with Legislation (such as FICA, POPIA, FATCA and FAIS requirements) and in line with the clients’ instructions (e.g. repurchases, switches and transfers)
Processing clients’ instructions to change any personal details (such as bank account numbers and addresses etc) and ensuring all relevant supporting documentation is attached (such as FICA and FATCA)
Learn and understand the requirements of all the Solutions products, and the Legislation which governs each product
Calculating the profit and loss on any back-dated transactions, as well as notifying the Team Leader and/or 2IC and updating the Risk Review folder
Checking and balancing the Debit Order process, and ensuring that all clients will still be compliant with Regulation 28, once the debit order is processed.
Checking Monthly Distribution Reports to ensure all clients’ required monthly incomes have been met, including sample checks of clients’ Dividend Withholdings Tax calculations and Financial Advisor’s fees and relevant Drawdown or Reinvestment amounts.
Generating the Intermediary Admin Fee report and doing sample checks on these figures.
Balancing the Payments Schedule of all Financial Advisor’s Commission for all the Solutions products before commission payments are made to the Financial Advisor.
Checking the PA policy anniversary process.
Checking the clients in the compulsory funds to ensure they are Regulation 28 compliant.
Sample Checking of the Daily Reporting and Welcome packs for clients and Financial Advisors.
Emailing the Services Team to print, post and email the Daily Reporting.
Sending correspondence to clients who are not compliant with Regulation 28 and monitoring these clients to ensure their asset allocations are changed / switched to be compliant within the legislated timelines.
Checking quarterly statement figures reflecting in the asset allocations, pie charts, activity and distribution summaries
Checking tax statements such as IT3b, IT3c, IRP5, IT3a and Contribution Certificates.
Ad hoc statements.
Client Relationship Team and enquiries
Identify queries, find solutions and respond timeously.
Accurate, clear and concise communication in line with POPIA.
Assist with the Internal monitoring report by investigating and giving timeous feedback to the Team Leader and Internal Compliance officer of any irregularities.
Maintain a positive working relationship with the Client Relationship Team and Operations staff.
Any system requirements or irregularities should immediately be reported to the Operations Manager and Business Analyst, and captured on an internal system, to ensure processes are streamlined.
Assist with the testing of these system requests or tasks, if necessary.
Data clean-ups continuously need to be performed, to ensure data integrity. There may be stringent deadlines to adhere to, particularly if tax uploads to SARS require additional fields etc.
Report on the team’s feedback in the bi-monthly company meetings.
Matric and Candidate should have completed, or currently be completing an undergraduate degree
Previous administration experience required, preferably in Financial Services
Unit Trust / Retirement Fund background and experience would be an advantage
Proficiency in Microsoft Excel and Word is necessary
Ability to work in a team is essential
Excellent numerical skills, accuracy and exceptional attention to detail are critical
Individual must show initiative and be able to handle pressure
Good interpersonal and communication skills, both written and verbal required
Time management and good organisational skills to manage workload are essential to meet all deadlines.
Ability to maintain a high standard of work at all times – no peaks and troughs
May be required to work overtime from time to time.
R20 000 – R25 000 CTC