Office Support jobs

Introduction

Through our client-facing brands Momentum Group, with Multiply (wellness and rewards programme), and our other specialist brands, including Guardrisk and Eris Property Group, the group enables business and people from all walks of life to achieve their financial goals and life aspirations. We help people grow their savings, protect what matters to them and invest for the future. We help companies and organizations’ care for and reward their employees and members.

Disclaimer

As an applicant, please verify the legitimacy of this job advert on our company career page.

Role Purpose

Ensure that the administrative functions within area of responsibility are completed efficiently and within SLA smooth running of the office by providing effective administrative assistance to the manager and team members/department, liaising with affiliates, workflow tracking, and dealing with client queries.

Requirements

• Grade 12 or equivalent qualification
• Office administration or secretarial qualification (desirable)
• 2 - 3 years relevant experience (essential)
• Financial services experience (desirable)
• Experience of working fulltime within a call center (desirable)

Duties & Responsibilities

INTERNAL PROCESS

• Manage all incoming queries, calls and SLAs of the team by assigning, directing and escalating all queries.
• Manage the financial administration function for the team by processing invoices, journals and other financial transactions within agreed timeframes and in line with finance processes.
• Consolidate and report on all financial transactions, in line with the allocated budget.
• Reconcile and maintain supplier accounts and records to ensure good standing.
• Arrange detailed travel arrangements and compile all the relevant documentation for travel-related meetings for the team.
• Coordinate all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications for the team.
• Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes.
• Order and control office supplies, refreshments and equipment, in line with budget parameters.
• Develop and maintain relevant databases and records for the team, for ease of reference and retrieval of data.
• Support the induction activities for new staff members, by proactively managing and coordinating relevant activities and resources.
• Diary management for team, as per individual team member requirements.

CLIENT

• Provide authoritative, expertise and advice to clients and stakeholders.
• Build and maintain relationships with clients and internal and external stakeholders.
• Deliver on service level agreements made with clients and internal and external stakeholders in order to ensure that client expectations are managed.
• Make recommendations to improve client service and fair treatment of clients within area of responsibility.
• Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service.
• Liaise with affiliates, follow up on all outstanding queries.
• Keep accurate records for each piece of work done. including appointments, phone calls, referrals, action plan/revisions, and any other significant information.
• Where required, respond to after hours and weekend crisis calls for assistance.

PEOPLE

• Develop and maintain productive and collaborative working relationships with peers and stakeholders.
• Positively influence and participate in change initiatives.
• Continuously develop own expertise in terms of professional, industry and legislation knowledge.
• Contribute to continuous innovation through the development, sharing and implementation of new ideas.
• Take ownership for driving career development.
• Support managers in their management function.
• To work in a diverse team.
• Distribution of work that comes in the allocation inboxes and ensure that the allocation of work is done fairly and evenly throughout the team.

FINANCE

• Contribute to the financial planning process within area.
• Identify opportunities to enhance cost effectiveness and increase operational efficiency.
• Manage financial and other company resources under your control with due respect.
• Provide input into the risk identification processes and communicate recommendations in the appropriate forum.
• To accurately capture and process invoices.

Competencies

• Documenting Facts
• Meeting Timescales
• Managing Tasks
• Adopting Practical Approaches
• Checking Things
• Upholding Standards
• Team Working
• Following Procedures