Administration Officer - Financial Planning

We have an exciting opportunity available for someone looking to start their career in Wealth Management, either a recent Financial Planning graduate or an experienced administrator wanting to move into the world of Financial Planning.

The Office Administrator is the go-to person for all office support needs; stationery, mail, archiving, customer service, etc. This role also has some Client Services Officer responsibilities; file preparation, database updating and client communications; making it an amazing opportunity to start your Financial Planning career.

The key responsibilities include, but are not limited to:

• Collect and distribute mail 
• Office banking
• Stationery and consumables ordering and maintaining
• Ensuring the office and kitchen are clean and tidy 
• Recommending actions to the Client Services Supervisor or Manager as to improvements to the existing systems
• Answer telephone in a timely, friendly and efficient manner
• Prepare files for the following days appointments
• Enter previous day fact finds – client data into database/Xplan
• Complete any change of address details
• Create new clients in Xplan
• Complete filing -paperless in Xplan
• Manage monthly archiving of files
• Action all verbal and written client enquiries as required and in  a timely basis
• Within the client review process, complete documentation with clients when necessary
• Update client information and investment portfolio on database to ensure database information current and accurate
• Use of computer software to complete tasks including Xplan, MS Excel, MS Word, MS Outlook and MS Teams
• Support team in administrative programs in various ways, newsletters, mail outs, seminars, filing, opening the mail and any other tasks as required.

To be considered for the role, you must exhibit the following skills and attributes:

• Highly focussed on client and customer service with impeccable support/ service skills
• Superior client relationship management skills
• Ability to use Financial Planning and review software (Xplan)
• Understanding of the portfolio review service
• Competent to deal with basic client enquiries and concerns
• Ability to create and monitor recording processes for stationery and magazines subscriptions
• Ability to focus on task required and follow through until completion 

As an Office Administrator, you must also be able to multi-task and manage competing priorities, follow instructions and be approachable.  You must also present in a professional manner, be accountable for your actions, and work as part of a team.

In return, you will be working in a supportive and team focussed environment, alongside all members of the business, and have opportunities to develop your skills.  This company operates a hybrid model of office (3 days) and WFH (2 days) which will be available post probation.