Administration Assistant - Financial Planning (Legaspi, Albay)

Work Setup: Open to remote applicants / Priority are those willing to work onsite (Legaspi, Albay) Work Schedule: Morning Shift Qualifications & Skills: Exceptional attention to detail, organizational skills, and disciplined filing. Strong written and verbal communication; client-focused and professional. Technology proficient: Microsoft Office (Word, Outlook, Excel), Teams, CRM, investment platforms. Ability to manage multiple priorities and deadlines in a professional services environment. Highly regarded: administration experience in financial planning, accounting, legal, engineering, or similar; investment platform processing; familiarity with Australian financial planning terminology. Systems & Tools: CRM: Xplan Platforms: HUB24 / Netwealth / BT Panorama Document Management: SharePoint / Xplan Workflow: Xplan / Karbon Microsoft Office: Outlook, Word, Excel, Teams KPIs / Measures of Success: Accuracy and completeness: minimal rework; correct documents saved; checklists followed. Timeliness: review packs and pre-meeting tasks completed on schedule. Implementation effectiveness: transactions lodged correctly and followed through. Client service: responsive communication with minimal follow-up required. Workflow: tasks updated daily; clear statuses; blockers escalated promptly. JOB HIGHLIGHTS : Client Service & Communication: Respond to client inquiries professionally and promptly. Prepare meeting packs, agendas, and action follow-ups. Maintain accurate client records and CRM notes. Coordinate with third parties (platforms, insurers, super funds, accountants). Meeting Preparation & Diary Support: Assist advisers with meeting prep, agenda templates, and review packs. Collate client information: investments, superannuation, insurance. Review Cycle Management & Document Prep: Manage end-to-end review processes: scheduling, data collection, follow-ups, file completion. Prepare performance snapshots, holdings summaries, implementation status reports, and action lists. Lead/coordinate client services team output: report consistency, accuracy, and delivery tracking. Investment Administration & Portfolio Support: Support portfolio implementation, monitoring, and rebalancing under instruction. Collate holdings and platform reports; prepare transaction/rebalancing packs. Maintain registers, logs, model portfolios, and performance tracking. Liaise with providers for information on fees, reports, and operational requirements. Advice Implementation & Platform Processing: Process applications, rollovers, switches, contributions/withdrawals under supervision. Track outstanding items: IDs, authorities, statements, signatures. Maintain audit-ready records with confirmations and supporting documentation.