Financial Planning Assistant (AU Client - Remote with Occasional Office Requirement)

You will be required to provide administrative and operational support, assisting with report generation, file management, calendar and appointment coordination, compliance-related administration, client follow-ups, and general day-to-day tasks. You will be the first point of contact for all incoming calls, while also preparing and organising client files, managing administrative backlogs, checking documentation, coordinating schedules, and following up with clients regarding administrative matters, invoicing, and outstanding payments.

Other responsibilities include but are not limited to:

• Act as the first point of contact for all incoming calls, professionally handling enquiries and directing calls to the appropriate team member.
• Generate, download, prepare, coordinate, and compile client reports and supporting documents.
• Prepare, organise, upload, and maintain digital client files and documentation.
• Manage calendars, schedule appointments, and coordinate meetings.
• Arrange and confirm client appointments and meetings.
• Manage and clear administrative backlogs in AdvisorLogic.
• Assist with compliance-related administration, including checking Statements of Advice (SOAs) and Records of Advice (ROAs) for completeness and required information.
• Complete post-meeting administration, including file notes, Minutes of Meeting (MOM), task setting, delegation, and follow-ups.
• Maintain accurate client records and documentation in Xplan, AdvisorLogic, Macquarie, HUB24, and other relevant systems.
• Follow up with clients regarding outstanding information, documentation, appointments, and invoicing.
• Contact clients by phone regarding outstanding documentation, invoices, and payments as required.
• Assist Financial Advisers with general administrative and operational tasks.
• Maintain confidentiality of client and company information.
• Perform other administrative duties as required.

• 2–3 years' experience supporting Australian Financial Advisers or financial planning practices is required.
• Experience with Xplan, Macquarie, and HUB24 is highly regarded, with AdvisorLogic experience considered a strong advantage.
• Experience with financial planning administration, including report generation, client file preparation, and compliance-related tasks.
• Familiarity with Statements of Advice (SOAs), Records of Advice (ROAs), and client documentation is highly regarded.
• Experience managing calendars, scheduling appointments, and coordinating meetings.
• Experience handling client follow-ups, including administrative matters, invoicing, and outstanding payments.
• Strong written and verbal English communication skills.
• Professional telephone manner and confidence communicating with clients.
• Strong attention to detail and accuracy.
• Excellent organisational and time-management skills.
• Proficient with Microsoft Office, Google Workspace, and AI technology tools such as Claude.
• Ability to manage multiple priorities, administrative backlogs, and deadlines.
• Ability to learn and work confidently with new systems and processes.
• Reliable, proactive, and able to work independently.
• Strong problem-solving skills and willingness to take ownership of tasks.
• Ability to maintain strict confidentiality when handling client and financial information.

Join our team and enjoy these benefits & perks:

• Medical, dental, and life insurance from day one
• Paid vacation
• Sick leave (with quarterly conversion)
• Competitive salary and annual appraisals
• Financial assistance program
• Mandatory government benefits and 13th-month pay
• Company events - promoting work-life balance and career growth

Only shortlisted candidates will be contacted