Administration Assistant

Ironbark Financial Group; City of Melbourne; On-site; AUD 52,000 - 64,000; Full time

Benefits offered by this job

Probation day off

Volunteer time off

Sponsored offsite conference

Learning & development

Job summary

Ironbark Financial Group in Doncaster is seeking an experienced Administration Assistant to join our busy Melbourne team. You’ll deliver high-quality service to clients, provide proactive support, and help maintain an efficient office environment.

In this role you’ll greet clients, manage appointments, update client records, and ensure paperwork is accurate and compliant within our financial services setting. A collaborative mindset and attention to detail are essential.

Qualifications

• Experience delivering exceptional client service in a financial services setting.
• Able to greet clients and maintain a welcoming office environment.
• Proactive in updating client records and managing schedules.
• Strong organisational skills with attention to detail.
• Willingness to learn and collaborate with colleagues.

Responsibilities

• Greet clients in the office and provide refreshments to create a welcoming atmosphere.
• Provide efficient, compliant administration to support clients.
• Keep client records up to date in the CRM/database and ensure accurate paperwork.
• Schedule and prepare materials for client meetings with advisers.
• Support daily office operations, such as supplies and mail.

Skills

Client service

Communication skills

Team collaboration

Time management

Administrative support

Education

Diploma in Business Administration

Tools

Microsoft Office Suite

CRM software

Job description

This is a diverse, engaged and rewarding role as an experienced Administration Assistant with Ironbark Financial Group in the Doncaster team. You'll be part of an engaged and motivated network of people that values your contributions and encourages personal growth, providing an excellent client experience daily.

Key responsibilities

Provide a wide range of exceptional service to clients when they are in the office through the provision of initial and ongoing support and creating a welcoming atmosphere, including greeting clients, supplying refreshments and ensuring any follow up communication post meeting is delivered.

Provide efficient, compliant, and accurate administration to deliver quality support to the clients.

Proactive interaction both face to face and via other forms of communication with clients and team members to ensure all necessary information is up to date and current in client management database and in client account records.

Managing booking of client meetings for Doncaster Adviser's calendars and ensuring paperwork is prepared prior to all client meetings.

Working with the team in the day-to-day running of the office including but not limited to, mailing and replenishing office supplies.

About you

Humility – a collaborative professional who values team and client success, receptive to feedback, willing to acknowledge knowledge gaps, and appreciative of the contributions of colleagues at all levels.

Drive – a motivated and proactive individual with a strong work ethic and commitment to excellence, taking initiative and embracing opportunities to expand expertise in delivering quality administration.

Emotional intelligence – strong interpersonal skills with the ability to build trust, communicate with empathy, and navigate sensitive situations with professionalism and care.

Experience providing exceptional client service within a Financial Services client facing environment.

Demonstrate an ability to build and maintain effective relationships with clients and stakeholders.

Demonstrated ability to plan, prioritise and schedule work targets and activities with minimum supervision.

Ability to work under pressure and within a well-defined compliance framework.

Qualifications in Business Administration is desired, but not essential.

Benefits

• Upon completion of probation, the benefit to take a day off to celebrate an important moment in your life.
• Time off to volunteer for community initiatives or chosen charities.
• Participation in our "Celebrate Success" offsite conference and event, fully sponsored by Ironbark.
• Continuous learning and development opportunities.

About us

Ironbark Financial Group is Australia's trusted home of great advice. We are a large, holistic financial planning business that currently has offices located throughout QLD, NSW, VIC, ACT & TAS. With a growing team of over 500, our financial advisers and support people are dedicated to empowering our clients to live their best possible lives. Our strength comes from delivering tailored, high-quality advice based on a consistent process. At Ironbark, we're not just dedicated to helping our clients live their best possible lives – we're equally committed to fostering an environment where our team members thrive. You will find a very open and transparent culture, that you have every opportunity to share ideas and insights, and that others in the business are available to work collaboratively with you. The growth of our business means there is never a dull day and that there is a long horizon for career development.

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