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Administration Assistant - Financial Planning

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Job Description - Administration Assistant - Financial Planning

Work Setup: Open to remote applicants / Priority are those willing to work onsite (Legaspi, Albay)

Work Schedule: Morning Shift

JOB HIGHLIGHTS :

  • Client Service & Communication:
    • Respond to client inquiries professionally and promptly.
    • Prepare meeting packs, agendas, and action follow-ups.
    • Maintain accurate client records and CRM notes.
    • Coordinate with third parties (platforms, insurers, super funds, accountants).
  • Meeting Preparation & Diary Support:
    • Assist advisers with meeting prep, agenda templates, and review packs.
    • Collate client information: investments, superannuation, insurance.
  • Review Cycle Management & Document Prep:
    • Manage end-to-end review processes: scheduling, data collection, follow-ups, file completion.
    • Prepare performance snapshots, holdings summaries, implementation status reports, and action lists.
    • Lead/coordinate client services team output: report consistency, accuracy, and delivery tracking.
  • Investment Administration & Portfolio Support:
    • Support portfolio implementation, monitoring, and rebalancing under instruction.
    • Collate holdings and platform reports; prepare transaction/rebalancing packs.
    • Maintain registers, logs, model portfolios, and performance tracking.
    • Liaise with providers for information on fees, reports, and operational requirements.
  • Advice Implementation & Platform Processing:
    • Process applications, rollovers, switches, contributions/withdrawals under supervision.
    • Track outstanding items: IDs, authorities, statements, signatures.
    • Maintain audit-ready records with confirmations and supporting documentation.
  • Compliance, Filing & Workflow Control:
    • Organize electronic files following naming conventions and folder structures.
    • Prepare documentation for compliance: checklists, file completeness, evidence collation.
    • Maintain workflow boards/tasks, update statuses, and escalate blockers.
    • Provide general admin support and ad hoc project assistance.

Qualifications & Skills:

  • Exceptional attention to detail, organizational skills, and disciplined filing.
  • Strong written and verbal communication; client-focused and professional.
  • Technology proficient: Microsoft Office (Word, Outlook, Excel), Teams, CRM, investment platforms.
  • Ability to manage multiple priorities and deadlines in a professional services environment.
  • Highly regarded: administration experience in financial planning, accounting, legal, engineering, or similar; investment platform processing; familiarity with Australian financial planning terminology.

Systems & Tools:

  • CRM: Xplan
  • Platforms: HUB24 / Netwealth / BT Panorama
  • Document Management: SharePoint / Xplan
  • Workflow: Xplan / Karbon
  • Microsoft Office: Outlook, Word, Excel, Teams

Personal Attributes:

  • Meticulous, process-driven, and consistent.
  • Calm, reliable, responsive, and proactive in task ownership.
  • Client-first mindset with strong workflow discipline.
  • Ability to escalate issues early and maintain audit-ready records.

KPIs / Measures of Success:

  • Accuracy and completeness: minimal rework; correct documents saved; checklists followed.
  • Timeliness: review packs and pre-meeting tasks completed on schedule.
  • Implementation effectiveness: transactions lodged correctly and followed through.
  • Client service: responsive communication with minimal follow-up required.
  • Workflow: tasks updated daily; clear statuses; blockers escalated promptly.
Original job Administration Assistant - Financial Planning posted on GrabJobs ©. To flag any issues with this job please use the Report Job button on GrabJobs.
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