Job description
This is a remote position.
About the Role
We are seeking a highly organized and detail-orientedAdministration Assistantto support a growing Australian wealth management/financial planning business.
This role will provide administrative and client support across the client onboarding process, meeting preparation, document generation, client communications, fee processing, and ongoing review administration.
The ideal candidate is someone who is highly organized, comfortable working with confidential client information, has strong attention to detail, and can confidently manage multiple tasks and deadlines in a fast-paced financial services environment.
Key Responsibilities
Client Onboarding & Meeting Preparation
Monitor advisor inboxes and upcoming calendar meetings.
Prepare client information and documentation based on the type of meeting.
Assist with client portal invitations and follow-ups.
Review client information and ensure required details are available before meetings.
Prepare documentation for Strategy, Presentation, Transfer, Reconnection, and Review Meetings.
Follow up with clients after meetings and request outstanding information or confirmations.
Prepare and manage change of adviser forms and other client documentation.
Document Preparation & Generation
Assist with preparingStrategy Discussion Papers / Strategy Papersusing information collected through the client portal.
Generate and format documents usingMarloo AI.
Prepare the base documentation for Statements of Advice (SOAs).
Ensure client information, superannuation, investment, and other relevant details are available and accurate.
Assist with ProductRex product comparisons and incorporate relevant information into documentation.
Review generated documents for accuracy, formatting, completeness, and presentation.
Prepare documentation for annual client reviews and review SOAs.
Client Communication
Send and manage routine client communications, including:
Birthday emails
Insurance anniversary reminders
Insurance premium overdue notifications
Quarterly market update communications
Annual review communications
Maintain professional and timely communication with clients.
Follow up on outstanding client information and documentation.
Fee Administration
Assist with fee processing through theWT ARC platform.
Process invoices and signed direct debit forms.
Reconcile expected fees against fees received.
Review fortnightly commission statements and identify discrepancies.
Issue and manage fixed-term fee agreements.
Monitor renewal periods to ensure fee agreements remain active.
General Administration
Maintain accurate and organized digital client files.
Save and update relevant client reports and account information.
Identify missing or outdated information, such as expired identification, payment card expiry, and insurance renewal dates.
Support the advisers with general administrative tasks as required.
Maintain a paperless workflow, with a strong focus on electronic signatures and client portal usage.
Systems & Software
Experience with the following systems is highly desirable:
Intelliflo– CRM, tasks and cash flow modelling
Marloo– AI document generation
ProductRex– Product comparison
Microsoft Office / Word
Client portals and electronic signature platforms
WT ARC– Fee processing and administration
Requirements
Previous experience infinancial planning, wealth management, financial services administration, or a similar environment.
Strong administrative and organizational skills.
Excellent attention to detail and accuracy.
Experience preparing financial services documentation is highly desirable.
Comfortable working with confidential client and financial information.
Strong written and verbal English communication skills.
Ability to manage multiple client files, tasks, and deadlines.
Strong Microsoft Word and Microsoft Office skills.
Comfortable learning and working across multiple software platforms.
Proactive, reliable, and able to work independently in a remote environment.
Ideal Candidate
The ideal candidate is:
Highly organized and detail-oriented
Proactive and able to anticipate administrative requirements
Comfortable handling sensitive financial information
Confident communicating with clients and advisers
Strong with documentation and formatting
Tech-savvy and quick to learn new systems
Able to follow structured processes while identifying gaps or missing information
Reliable and capable of working independently
Why Join Us?
Work remotely with an Australian wealth management business.
Gain valuable experience in Australian financial planning administration.
Work with modern digital systems and AI-powered document generation tools.
Opportunity to develop your skills within the financial services industry.
Become an important part of the advisers' day-to-day operations and client experience.
Originally posted on Himalayas
Who can apply
Eligible countries: United States. Accepted UTC offsets: UTC-10, UTC-9, UTC-8, UTC-7, UTC-6, UTC-5, UTC+14. Review the full description for employer-specific work authorization, residency and schedule requirements.