Administration Officer

About our Client:

Our client puts their customer at the heart of everything they do. They are focused on understanding their unique goals and are driven by their success. Their expertise in superannuation, investments, personal insurance, and retirement planning empowers them to create tailored strategies that safeguard and grow their clients wealth. They're here to provide trusted advice, proactive support, and a clear path to a financially secure future. They are passionate about working with their clients to deliver strategies that enable them to achieve their wealth creation goals. They provide their clients with access to holistic financial advice that encompasses their core values of honesty, integrity, and trust.

About Teamified

Teamified is a talent partner helping companies build exceptional remote teams across IT, software, product, and digital innovation. We collaborate with leading enterprises and fast-scaling tech businesses worldwide to help them access world class talent and accelerate growth. With operations across the globe our mission is to make building high performing global teams simple, fast, and cost-effective. Teamified has hundreds of clients with more than 200 engineers, testers, product managers, designers, and technology experts delivering impactful solutions every day.

About the Role:

The Administration Officer supports the smooth and efficient operation of the financial planning practice by managing day-to-day administrative functions, ensuring compliance with industry standards, and delivering high-quality support to the adviser. This role does not involve client meetings or paraplanning, but plays a critical part in maintaining workflow, accuracy, and exceptional service standards behind the scenes.

Key Responsibilities:

1. Office & Workflow Administration

• 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).

2. Data Entry & CRM Management

• 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.

3. Compliance & Documentation Support

• 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).

4. Provider & Product Administration

• 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.

5. Implementation Support (Non-Advice)

• 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.

6. Reporting & Document Preparation

• 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.

7. Client Communications (Admin-Only)

• 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.

8. Licensee & Regulatory Support

• 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.

9. Skills & Experience Required

• 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.

• 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.

• 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