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
- 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
- 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
- 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
- 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
- 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
Company Profile
The client is an Australian-founded firm with a global delivery model, helping accounting, mortgage, and financial planning businesses scale efficiently through structured offshore teams and operational excellence. The company combines strong governance, process-driven execution, and global talent to support Australian businesses in achieving sustainable growth.
Apply Now
- Interested candidates are requested to apply for this job.
- Recruiters will evaluate your candidature and will get in touch with you.