Job Title: Advisor Services Administrator

Cluster: Financial Services
Date Reviewed: March 2025
Location: Pretoria
Employment Type: Permanent
Reports to:

• First Level: Advisor Support Manager
• Second Level: Head of Operations

Hire Resolve's Client is seeing to hire a Advisor Services Administrator to join their team in Pretoria. The role is to provide effective administrative support that ensures the smooth onboarding and exit of financial advisors. This role also encompasses a range of general office administration responsibilities essential to maintaining operational efficiency.

Key Performance Areas (KPAs)

1. Onboarding Process Administration
2. Advisor Transfer and Data Reconciliation
3. Resignation Process Administration
4. General Office Support and Administrative Duties

Administrative Responsibilities

Onboarding Administration
Support the onboarding process by:

• Assisting with due diligence in accordance with standard operating procedures
• Managing pre and post take-on steps as per defined processes
• Coordinating with compliance for required documentation
• Ensuring the import of client lists and data into internal systems
• Collaborating with the marketing team to communicate onboarding information to clients
• Providing regular progress feedback to the Head of Department

Transfer and Data Reconciliation

• Facilitate internal and external advisor and commission transfers
• Assist with administrative aspects of book acquisitions
• Review and verify completeness of transfer documentation, including follow-ups on outstanding items
• Maintain open communication with all relevant departments by providing ongoing updates
• Provide weekly status reports to the Head of Department

Resignation Process Support

• Handle all aspects of the advisor resignation process in line with standard procedures
• Coordinate with departments to ensure effective communication, system closure, and documentation
• Request and prepare client lists for communication and transfer needs
• Maintain and update documents to ensure accuracy and compliance
• Manage SharePoint folders and the resignations register to ensure all information is current
• Provide consistent weekly updates to the Head of Department

General Office Support

• Respond to advisor inquiries promptly and within agreed service levels
• Manage the tax directive process as per procedural guidelines
• Arrange courier services for marketing materials and handle invoicing allocations
• Collaborate regularly with business development teams on updates and advisor-related requests
• Contribute to special projects and divisional support tasks as required

Job Requirements

Education:

• Matric (Senior Certificate)

Experience:

• Minimum of 2 years in an administrative support role within the financial services industry
• Familiarity with routine, process-driven tasks and regular interaction with internal departments and external financial advisors
• Strong verbal and written communication skills are critical

Core Competencies

Knowledge:

• Proficient in English and Afrikaans (spoken, read, and written)
• Strong command of Microsoft Office Suite (Excel, Word, Outlook)

Skills:

• Excellent communication and interpersonal skills
• Organisational and administrative accuracy
• Strong attention to detail
• Analytical and problem-solving capabilities
• Ability to work effectively under pressure and manage priorities
• Able to work independently and meet deadlines
• Professional phone etiquette

Attributes:

• Quick learner
• Adaptable and proactive

Contact Hire Resolve for your next career-changing move.

• Salary: negotiable.
• Our client is offering a highly competitive salary for this role based on experience.
  
• You can also visit the Hire Resolve website: hireresolve.us or email us your CV: [email protected]
• Alternatively, you can also contact me directly at [email protected]
• When applying via email please use "Advisor Services Administrator" as the subject line

We will contact you telephonically in 3 days should you be suitable for this vacancy. If you are not suitable, we will put your CV on file and contact you regarding any future vacancies that arise.