Administration Assistant Financial Planning

Legazpi City - Philippines

Monthly Salary: Not Disclosed

Posted on: 3 hours ago

Vacancies: 1 Vacancy

Job Summary

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.

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...