Financial Planning & Admin Assistant

Job Description:

We are seeking a detail-oriented and process-driven Financial Planning Admin Assistant to support our Australian Financial Advisers and Paraplanning team. The role focuses on administrative execution, data management, client servicing, and compliance support within an ASIC-regulated financial planning environment.

This is an ideal role for someone who enjoys structured work, documentation, and accuracy, and wants to build a long-term career in the Australian financial services industry.

Key Responsibilities

1. Client Administration & Onboarding

• Prepare and manage client onboarding documentation
• Fact Finds
• Risk Profiles
• Authority to Proceed (ATP) support
• Set up and maintain client records in Xplan / AdviserLogic / Coin / Midwinter
• Coordinate client signatures via DocuSign or similar platforms
• Maintain accurate client data and file notes

1. Adviser & Paraplanner Support

• Assist advisers with meeting preparation and follow-ups
• Upload and manage documents for SOAs, ROAs, and ongoing advice
• Track advice workflow and ensure tasks are completed on time
• Coordinate with paraplanners, product providers, and licensee teams

1. Compliance & AFSL Support

• Ensure files meet AFSL compliance requirements
• Maintain audit-ready client files
• Assist with compliance checklists and document version control
• Support internal and external compliance audits

1. Product, Platform & Provider Administration

• Process applications for:
• Superannuation
• Investments
• Insurance (Life, TPD, IP)
• Liaise with product providers and platforms for:
• Follow-ups
• Outstanding requirements
• Status updates
• Track implementation progress post-advice

1. Ongoing Service & Reviews

• Assist with annual review preparation
• Maintain ongoing service agreements and fee consent documentation
• Update portfolio data and generate review packs
• Support renewal and client communication workflows

Skills & Experience Required

Essential Skills

• Strong attention to detail and accuracy
• Excellent written and verbal communication
• High proficiency in MS Word, Excel, Outlook
• Ability to manage multiple tasks in a process-driven environment

Australian Industry Knowledge (Preferred)

• Understanding of:
• SOA / ROA processes
• ASIC & AFSL compliance frameworks
• Superannuation, investments, and insurance basics
• Experience with Xplan or other Australian financial planning CRMs (highly desirable)

Tech & New-Age Skills

Comfortable working with:

• CRM & workflow tools
• Cloud-based document management systems
• Ability to use AI tools for:
• Drafting emails and summaries
• Checklist management
• Data validation and documentation support

Ideal Candidate Profile

• 2-4 years of experience in:
• Financial planning administration
• Wealth management back office
• Paraplanning support (junior)
• Experience supporting Australian advisers (onshore or offshore) is a strong advantage
• Background in Commerce, Finance, Accounting, or Business Administration

Why Join Us

• Exposure to the Australian financial advice ecosystem
• Structured processes and long-term career pathway
• Opportunity to grow into:
• Senior Admin
• Client Service Manager
• Paraplanner (with training)
• Stable role with strong compliance culture