Client Services Administrator

Role overview

PFPS Wealth Management is a small independent financial-planning practice comprising four financial advisers and an established administration team. The business specialises primarily in wealth management and works extensively with investment platforms and providers such as Allan Gray, Ninety One and Coronation, with more limited exposure to traditional life-company products.

The Client Services Administrator will provide comprehensive administrative and client-service support to the advisers and their clients, managing new business, investment instructions, client onboarding, servicing requests, provider follow-ups, review preparation and general adviser support.

The position best suits an administrator who has worked within an independent financial-planning or wealth-management practice and who understands the importance of accuracy, urgency, compliance, confidentiality and proactive client communication.

Key responsibilities

Client services and adviser support — Act as a key point of contact for clients on administrative and servicing matters, respond to queries promptly, maintain communication on the progress of instructions, and assist advisers in preparing for client meetings and annual reviews.

New business administration — Prepare and process new investment and financial-product applications, obtain required information and documentation, submit instructions to providers, monitor progress through to finalisation and confirm successful implementation.

Investment platform administration — Process applications, additions, withdrawals, switches and transfers. Assist with retirement annuities, preservation funds, living annuities and discretionary investments. Process Section 14 and other retirement-fund transfers. Manage recurring contributions, income instructions and beneficiary changes. Resolve rejected, delayed or incomplete transactions.

Client onboarding and FICA administration — Coordinate onboarding, obtain and verify identification, proof of address and banking details, complete and maintain FICA and client due-diligence records, and monitor outstanding compliance documentation.

Ongoing client servicing — Process changes to client information and investment instructions, manage requests for statements, confirmations and tax documentation, coordinate account transfers, and assist with estate-related and deceased-estate administration where required.

Annual reviews and meeting preparation — Prepare client files and documentation for reviews, obtain current statements and policy schedules, compile portfolio information, prepare review packs and action administrative instructions arising from meetings.

Product-provider liaison — Follow up on pending applications and servicing requests, investigate discrepancies, obtain quotations and tax certificates, and escalate unresolved service issues.

Record keeping and compliance — Maintain complete and accurate electronic client files, work in accordance with FAIS, FICA, POPIA and TCF principles, and ensure records are audit-ready.

Minimum requirements

• Minimum of 3–5 years’ experience in financial-planning, investment or wealth-management administration.
• Previous experience supporting financial advisers within an independent financial-planning practice.
• Strong practical understanding of investment-product administration.
• Experience processing new business and client-servicing instructions.
• Working knowledge of investment and retirement products.
• Familiarity with FICA and client-onboarding requirements.
• Strong Microsoft Office skills, particularly Outlook, Word and Excel.
• Experience using financial-services provider portals.
• High level of attention to detail and administrative accuracy.

Preferred qualifications

• Experience administering investments through Allan Gray, Ninety One and Coronation.
• Experience with linked-investment service providers.
• Knowledge of discretionary investments, retirement annuities, preservation funds and living annuities.
• Relevant financial-services or administration qualification, or NQF Level 5 in Wealth Management or Financial Planning.
• RE5 would be advantageous but is not essential for a purely administrative position.
• Experience working with high-net-worth clients within a small, independent advisory practice.

Product-provider exposure

Allan Gray, Ninety One and Coronation, plus other linked-investment service providers and wealth-management platforms.

Skills and competencies

• Exceptional attention to detail and strong organisational ability.
• Professional written and verbal communication.
• Strong follow-through, task ownership and effective time management.
• Ability to prioritise urgent client matters and work under pressure.
• Confidentiality and discretion.

Personal attributes

An experienced administrator who understands the full client-administration lifecycle and is proactive rather than reactive — someone who enjoys working in a smaller professional practice where accountability, teamwork and service quality are highly valued.