Role Objectives

The Operations Administrator role entails the responsibility of learning on the job, with the expectation of growth into a more senior position over time, involving tasks such as maintaining accurate financial records, reconciling underwriting information, ensuring precise transaction capture, and providing support to various teams in the Hollard Guarantees COE.

Key Responsibilities

Financial Administration

• Assist in maintaining accurate financial records
• Record underwriting information daily
• Reconcile claims and premiums monthly
• Collaborate with the finance team for budget tracking
• Capture transactions from bank statements
• Reconcile bank accounts and deposits
• Support various teams by compiling essential documents and reports
• Prepare payment requisitions, invoices, supporting documents and statements, ensuring accuracy
• Present monthly cashbook reconciliations for review
• Communicate regularly with team for feedback and improvement
• Create accurate EFT payments with necessary documents attached
• Follow up on unallocated deposits and payments daily and address daily queries within a 24-hour timeframe
• Assist in monthly and quarterly reporting
• Support audit requests and handle ad hoc tasks

Operations Administration

• Provide administrative support to various departments
• Organize and schedule meetings, appointments, and events
• Ensure proper filing and documentation of financial and administrative records
• Ensure that targets and standards are maintained with the processing of new business, endorsements, renewals and post loss. Manage compliance with SLA’s
• Coaching and support: Providing informal and formal coaching support to team
• Problem solving: Assisting staff in resolving complex problems while ensuring adherence to standards & objectives
• Reporting: Provide necessary reporting on financial and operational indicators relating to underwriting administration, i.e. daily, weekly operating reportetc. Provide feedback (reporting) to senior management on achievements, pending issues, problems and suggested recommendations
• Decision making: To make recommendations and take decisions on technical or complex administrative functions within mandates
• Technical expertise: Ensure that policy transactions new business, endorsements, renewals, post loss, cancellations are issued and changes recorded accurately and in a timely manner by rating and/or capturing transactions to the core business system.  Ensure that transactions are processed within delegated authority limits and within set standards as per underwriting manual
• Ensure reconciliation and allocation of all premiums received from intermediaries/brokers within the prescribed period. Follow up with brokers/intermediaries with constant communication through internal broker consultants  underwriting administrators / broker consultants / credit control champions
• Customer service: To ensure that customer service standards are maintained in accordance with service level agreements and to assist with technical advice and other assistance over and above the normal underwriting administration duties

Effective Communication: Communicate effectively with external and internal parties

• Continuous Process Improvement: Ensure full compliance to all processes, policies and procedures and identify areas for improvement
• Innovation: Participate with senior management in initiatives around product development, processes, policy and strategy
• Policy and Procedures: Documentation, management, maintenance and communication of all policies and procedures pertaining to the division
• Market Intelligence: Sound knowledge of underwriting and credit control principles in industry
• General: When required perform any other duties necessary for the operational effectiveness of the company that is within your ability and scope
• Variance Management: Adhere to standards set by Hollard. Provide action plans and follow up with corrective actions to all variances.
• Employee Growth: Take responsibility for your own career growth and have regular
• discussions with the relevant role players

Required Knowledge and Experience    

• Accounting and guarantee experience advantageous
• Basic knowledge of accounting principles
• Proficient in Microsoft Office Suite
• Good interpersonal communication skills
• Analytical thinking and problem solving skills
• Good time management skills
• Strong organizational and multitasking skills

Educational Requirements    

• Matric essential or equivalent
• Bcom degree or equivalent
• Minimum of 2 years working experience