(SA) Administration Assistant

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 preparing

using information collected through the client portal.

• Generate and format documents using

.

• 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 the

.

• 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• Identify missing or outdated information, such as expired identification, payment card expiry, and insurance renewal dates.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.

• Client portals and electronic signature platforms

•

– Fee processing and administration

Requirements

• Previous experience in

.

• 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.

• 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