Regional Coordinator: Internal Distribution

Job Advert Summary

Coordinate activities throughout the branch to ensure efficiency and maintain compliance with company policy and inudustry regulation. Provide support to the Regional Manager and the team of advisors.

This is a hybrid position with minimum 3 in-office days.

Consideration is open only to South African citizens living within comuutable distance to Gqeberha / Port Elizabeth.

Minimum Requirements

• Training in software applications, spreadsheets and word processing.

• Operational understanding of Advisory Services.

• Understanding of PPS IT systems.

• Ability to remain calm under pressure.

Above average ability to operate under pressure. This is deadline driven and pressurised sales environment.

• Anticipate needs

Above average ability to anticipate needs and complete important tasks, taking own initiative.

• Computer Skills

Above-average software skills necessary to perform data entry, manage team calendars, and create regional reports. It is important to be familiar with the Microsoft Office Suite including MS Teams. Must have an understanding and ability to assist the Advisors with query resolution, report extraction in the various PPS software packages.

• Detail-Oriented

High attention to detail. Invalidating application completeness, helping with query resolution and reporting to ensure accuracy and trustworthiness.

• Multitasking/Organization Ability

Excellent organization skills to keep themselves as well as the Regional Manager and regional office organized. This includes organizing team schedules, events, meetings, dealing with queries, etc.

• Negotiating Skills

Above average ability, during pressure period and clashing priorities, the Regional Coordinator should have the ability to negotiate a win-win outcome.

• Prioritising Tasks
• Time Management

The Regional Coordinator is a resource for the regional manager and the regional team. It is crucial to have sound time management skills.

• Trustworthiness

Exceptional level of trustworthiness required. Regional Coordinators have access to sensitive information and should not divulge such privileged information.

• Sound written and communication skills.

Above average skills level to communicate extensively both within and outside teams.

• Versatility

Excellent ability to adapt at a rapid pace when priorities and circumstances change. Should be able to address and handle the most crisis when the Regional Manager is not available

• Soft skills/ People skills

Above average soft skills / people skills including:

- People skills - the ability to listen, to communicate and to relate to others on a personal or professional level. Problem-solving abilities, empathy for others and a willingness to work together toward the common good.

- Customer service orientation - the ability to make a good impression with customers including the know-how to project a professional image, both in the way you act and dress.

• Team player

- Emotional Quotient (EQ) - a measure of a person's adequacy in such areas as self-awareness, empathy, and dealing sensitively with other people.

Formal Qualifications

• High school (Matric / Grade 12)

Preferably: Secretarial diploma (or similar).

Duties and Responsibilities

Primary Function

Support the Regional Manager (RM):

• Arrange facilities for new recruits.

• Assist with completion of supervision (RE5 and NQF L5).

• Develop and distribute branch communications.

• Complete DOFA request.

• Ensure branch rules/constitution are followed.

• Maintain hard copy and electronic filing system.

• Managing C1, C1.5 and C2 spreadsheets for the RM‘s discretion.

• Receive and relay telephone messages to and from the RM.

• Direct the Advisor to the appropriate staff member with regards to queries.

• Assist the RM in compiling an annual development plan with the Advisors (IDP).

• Assist with Advisor changes including Advisor reallocations.

• Gather feedback on leads and capture it on the system. Follow up every month.

• Coordinate travel arrangements; prepare itineraries; prepare, compile and maintain travel vouchers and records.

• Coordinate and manage event arrangements (banners, brochures, catering, venue).

• Arrange monthly branch meeting.

• Arrange weekly one-on-one meetings with the Advisors under supervision with RM.

• Produce and circulate agendas of team meetings.

• Produce and circulate minutes of team meetings.

• Manage Outlook diary on behalf of the RM.

• Handle correspondence on behalf of the RM.

• Compile and update the compliance files PoE for audit purpose – scan and upload on the system monthly.

• Track and ensure compliance as well as re-accreditation of Advisors on an annual basis.

• Produce monthly and weekly reports (reflecting applications per Advisor & API).

• Producing monthly report for RM.

• Update the Business register - hardcopy and electronic.

• Assist on an ad-hoc basis as and when requested by the RM.

• Send a birthday message to clients on behalf of the Advisor.

Secondary Function

Support Advisor:

• Perform beneficiary updates for Advisors or direct the Advisor to Member Services to perform the updates on behalf of the Advisor.

• Link the client to an Advisor on system.

• Prepare documents/file for an Advisor before they go and see EXISTING clients - when the Advisor is not in the office and it is impossible for an Advisor to prepare the quote.

• Create leads on Avalon (web leads, re-intermediator).

• Assist new Advisors by training them to prepare quotes for clients.

• Direct the Advisors to the correct channel so that the Advisor can forward queries for EXISTING CLIENTS including Commission, Claims, Underwriting, Investment and other ad-hoc queries. (RM Job) (Use Operational Escalation Process).

• Act as the primary source for arranging client servicing appointments for the Advisors with EXISTING CLIENTS (as per resource availability).