Administrative Assistant
Teamified
full-time
Posted on:
Location Type: Remote
Location: Remote • 🇵🇭 Philippines
Visit company websiteJob Level
Junior
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 preparationfinancial planning
Soft skills
attention to detailorganizational skillswritten communicationverbal communicationtime managementproblem-solvingreliabilityself-motivationteam-orientedproactive approach