Part time Client Services Administrator | AU/NZ Insurance/Financial Industry
Tap Growth ai
Date: 2 weeks ago
City: Mandaluyong City
Contract type: Full time
Remote
We're Hiring: Part-time Client Services Administrator!
The Client Services Administrator will provide high-quality admin support in a financial planning environment, working with tools like Xplan and Asana. Ensure smooth onboarding, accurate client data, and assist with SOAs when needed. You’ll be part of and uphold our client’s values of clarity, insight, professionalism and partnership by being detail-focused and client-centric.
What You'll Do
Manage initial client onboarding
The Client Services Administrator will provide high-quality admin support in a financial planning environment, working with tools like Xplan and Asana. Ensure smooth onboarding, accurate client data, and assist with SOAs when needed. You’ll be part of and uphold our client’s values of clarity, insight, professionalism and partnership by being detail-focused and client-centric.
What You'll Do
Manage initial client onboarding
- Send Financial Services Guide (FSG) and appointment communications.
- Setup clients in Xplan.
- Monitor Snapshot returns and other required onboarding docs; follow up where needed.
- Ensure documents are saved/archived properly and that alerts or reminders are triggered.
- Upload documents to Certainty Hub or equivalent platforms.
- Prepare Fixed Term Agreements, third-party authorities, Ezi Debit forms.
- Monitor and follow up on things like Transfer of Engagement (TOE), Path Maps, client data collection.
- Maintain and update client files in Xplan.
- Run review reports in Xplan; update tasks & workflows in Asana.
- Send links for booking (e.g. Calendly), follow up with clients.
- Prepare pre-review documentation, clean up client folders, ensure all client records are up to date.
- Generate / collect reports from super funds, insurance, investments.
- Upload finalised documents and service agreements to Xplan.
- Ensure client info is accurate, up to date in Xplan
- Gather superannuation & insurance data for research.
- Archive or flag inactive clients with appropriate documentation.
- Maintain data integrity, compliance with record-keeping.
- Help gather information, format drafts (based on adviser input).
- Assist in ensuring SOA components are ready for adviser review.
- Upload completed SOAs to Xplan and ensure documents are stored properly.
- Minimum 3 years of experience in a financial planning administrative or client services role, with hands-on experience inXplan.
- Bachelor’s degree in Business Administration, Finance, Accounting, or a related field (or equivalent relevant experience).
- Preferably experienced in using Asana (or similar task management tools such as Trello or Monday.com).
- Hands-on experience with financial planning processes, documentation standards, and compliance requirements.
- Strong written communication and professional email etiquette.
- Comfortable participating in virtual meetings or calls with advisers or team members when required.
- High attention to detail, strong organisational and time management skills.
- Proactive, dependable, and able to manage tasks with minimal supervision.
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