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.