Administration Officer – Financial Planning (Remote)

XPLAN EXPERIENCE REQUIRED – PLEASE DO NOT APPLY IF YOU DO NOT HAVE XPLAN EXPERIENCE ????

Administration Officer – Financial Planning (Remote)

Location: Remote
Employment Type: Full-time or Part-time
Reports To: Principal Financial Adviser (Australia)
Salary: Based on experience + potential performance bonuses

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About the Role

We are an Australian-based financial planning practice looking for an experienced Administration Officer to support our advisers and internal operations.

This is a behind-the-scenes, admin-only role focused on workflow coordination, CRM management, compliance administration, and documentation support.

???? This role does NOT involve:
• Client meetings
• Paraplanning
• Providing financial advice
• Strategy discussions

Accuracy, organisation, and compliance are critical to this role.

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Key Responsibilities

1. Office & Workflow Administration
• Manage daily admin tasks including emails, filing, workflow tracking, and internal coordination
• Maintain organised digital filing systems in line with ASIC and licensee requirements
• Coordinate calendars, internal meetings, and staff schedules
• Support client onboarding and offboarding (administrative tasks only)

2. Data Entry & CRM Management
• Accurately enter and maintain client data in Xplan
• Keep client records, compliance notes, documents, and workflows up to date
• Monitor adviser task lists and follow up to ensure deadlines are met

3. Compliance & Documentation Support (Admin Only)
• Prepare and manage internal compliance documentation (excluding advice documents)
• Assist with collecting KYC documents, fact finds, and supporting information
• Complete pre-SOA / ROA administrative checks before advice is prepared

4. Provider & Product Administration
• Liaise with product providers (superannuation, insurance, investment platforms) for admin requests
• Track applications, rollovers, withdrawals, policy updates, and implementation status
• Follow up outstanding provider items and keep advisers informed

5. Implementation Support (Non-Advice)
• Process new business submissions under adviser instruction
• Prepare application forms, platform paperwork, and insurance admin documents
• Monitor implementation timelines and resolve administrative delays

6. Reporting & Document Preparation
• Generate non-advice reports (portfolio summaries, platform statements, transaction histories)
• Prepare documents for adviser meetings
• Assemble welcome packs, review packs, and client correspondence

7. Client Communications (Admin-Only)
• Respond to general client enquiries about paperwork, scheduling, and document status
• Request and track signatures and required documentation
• Send approved templates, reminders, and follow-ups (no advice)

8. Licensee & Regulatory Support
• Maintain working knowledge of AFSL and ASIC administrative requirements
• Assist with audits, record-keeping, and licensee data requests
• Ensure admin processes align with compliance policies

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Skills & Experience Required
• Previous administration experience in Australian financial planning (required)
• Xplan experience (required – do not apply without this)
• Understanding of superannuation, investments, and insurance admin (highly regarded)
• Excellent attention to detail and organisational skills
• Strong written and verbal English communication
• Ability to manage multiple priorities and meet deadlines
• Professional, proactive, and reliable working style

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Personal Attributes
• Reliable, self-motivated, and accountable
• Strong problem-solving skills
• High level of confidentiality and integrity
• Team-oriented and supportive
• Willing to learn and follow Australian compliance standards

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Important Compliance Note

This is a non-advisory administrative role supporting an Australian AFSL-regulated practice.
You must not provide financial advice at any time.

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Please apply with:
• Your updated resume
• A short 5-minute Loom introduction video, covering:
• Your financial planning administration experience
• Your hands-on experience using Xplan
• Why you believe you’re a good fit for this role
• Your availability (full-time or part-time)

APPLICATIONS WITHOUT XPLAN EXPERIENCE OR A LOOM VIDEO WILL NOT BE CONSIDERED.