Teamified

Administration Officer

Teamified

full-time

Posted on:

Location Type: Remote

Location: Remote • 🇵🇭 Philippines

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Job Level

Mid-LevelSenior

About the role

  • - Manage daily office operations, including mail, emails, phone enquiries (non-advice), filing.
  • - Maintain clean, organised digital filing systems in line with ASIC and licensee requirements.
  • - Coordinate calendars, internal meetings, and staff schedules.
  • - Assist with onboarding and offboarding processes for clients (administrative tasks only).
  • - Accurately enter and update client information in the CRM (Xplan).
  • - Maintain up-to-date records of client documents, compliance notes, and task workflows.
  • - Monitor adviser tasks and ensure items are completed on time.
  • - Prepare and manage internal compliance documents (excluding advice documents).
  • - Assist with collection of client identification (KYC), fact finds and supporting documents.
  • - Ensure all compliance requirements are met before advice documents are produced (pre-SOA/ROA checks).
  • - Liaise with product providers (superannuation, insurance, investment platforms) for administrative requests.
  • - Track applications, rollovers, withdrawals, policy changes, and implementation status.
  • - Follow up outstanding information from providers and update advisers on progress.
  • - Process new business submissions and implementation tasks following adviser instruction.
  • - Prepare application forms, investment platform paperwork, insurance administration forms.
  • - Monitor implementation progress and resolve any administrative delays.
  • - Generate non-advice reports (e.g., portfolio summaries, platform statements, transaction histories).
  • - Prepare documents for adviser use in meetings.
  • - Assemble welcome packs, review packs, and client correspondence for distribution.
  • - Respond to general client queries relating to paperwork status, appointment scheduling, and document requests (no advice or strategy discussions).
  • - Collect required signatures and documentation.
  • - Send standard communication templates, reminders, and follow-ups.
  • - Maintain knowledge of AFSL and ASIC administrative requirements.
  • - Assist with audit preparation, record-keeping, and licensee data requests.
  • - Ensure internal processes align with compliance policies and annual review obligations.

Requirements

  • - Previous administration experience (financial planning required).
  • - Strong understanding of superannuation, investments, and insurance administration (advantage).
  • - High attention to detail with excellent organisational skills.
  • - Experience with Xplan (Required).
  • - Strong written and verbal communication skills.
  • - Ability to manage competing priorities and meet deadlines.
  • - Professional, positive and proactive approach to supporting a small team.
  • **Personal Attributes**
  • - Reliable and self-motivated.
  • - Excellent problem-solving ability.
  • - Confidentiality and integrity in dealing with sensitive information.
  • - Team-oriented with a willingness to assist wherever needed.
  • - Commitment to ongoing learning in financial services compliance and systems.
Benefits
  • - Flexibility in work hours and location, with a focus on managing energy rather than time.
  • - Access to online learning platforms and a budget for professional development
  • - A collaborative, no-silos environment, encouraging learning and growth across teams
  • - A dynamic social culture with team lunches, social events, and opportunities for creative input
  • - Health insurance
  • - Leave Benefits
  • - 13th Month

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
administrationclient information entrycompliance document preparationKYC processestask workflow managementreport generationapplication processingdocument managementaudit preparationrecord-keeping
Soft skills
attention to detailorganisational skillswritten communicationverbal communicationtime managementproblem-solvingreliabilityself-motivationteam-orientedproactive approach