Administration Assistant / Receptionist - Financial Planning firm

FS Recruitment Solutions; Melbourne; On-site; AUD 52,000 - 68,000; Full time

Job summary

FS Recruitment Solutions is seeking an Administration Assistant / Receptionist for a financial planning firm based in Melbourne CBD. The role blends administration, client service and front-of-house support in a busy, professional office.

You will schedule meetings, manage calendar invites, welcome clients and assist with portal access. The position requires excellent communication, attention to detail and strong organisational skills with the ability to manage multiple priorities.

Qualifications

• Previous customer service experience in a professional office environment.
• Strong verbal and written communication skills.
• Excellent attention to detail.
• Well-developed organisational and time management skills.
• Confidence working independently and as part of a team.
• A professional and approachable manner.
• The ability to plan, prioritise and complete tasks within required timeframes.

Responsibilities

• Schedule new client meetings and annual review appointments.
• Prepare calendar invitations, book meeting rooms and confirm appointments.
• Welcome clients and visitors and provide professional front-of-house support.
• Answer and direct incoming calls.
• Assist clients with online portal access and document enquiries.
• Provide reception coverage during breaks, leave and busy periods.
• Coordinate couriers, incoming and outgoing mail and office supplies.
• Maintain accurate client records through regular data entry.
• Keep meeting rooms, the reception area and shared office spaces organised.
• Support client events, employee functions and other business initiatives.

Skills

Customer service

Communication

Attention to detail

Organisational skills

Time management

Teamwork

Independent work

Professional demeanor

Reception duties

Tools

Microsoft Office

Job description

Administration Assistant / Receptionist - Financial Planning firm

This is an opportunity to join an established financial planning firm in a varied role combining administration, client service and reception support. Based in Melbourne CBD, you will work closely with a professional team that places clients at the centre of its work and values integrity, respect and high standards.

You will be responsible for helping the office run smoothly, supporting clients and visitors, coordinating appointments and completing a broad range of administrative tasks. The role would suit someone who enjoys variety, takes pride in their work and is comfortable managing competing priorities in a busy professional environment.

The role

Schedule new client meetings and annual review appointments

Prepare calendar invitations, book meeting rooms and confirm appointments

Welcome clients and visitors and provide professional front-of-house support

Answer and direct incoming calls

Assist clients with online portal access and document enquiries

Provide reception coverage during breaks, leave and busy periods

Coordinate couriers, incoming and outgoing mail and office supplies

Maintain accurate client records through regular data entry

Keep meeting rooms, the reception area and shared office spaces organised

Support client events, employee functions and other business initiatives

About you

Previous customer service experience, preferably within a professional office environment

Strong verbal and written communication skills

Excellent attention to detail

Well-developed organisational and time management skills

Confidence working independently and as part of a team

A professional and approachable manner

The ability to plan, prioritise and complete tasks within required timeframes

Proficiency in Microsoft Office

A genuine commitment to providing a high standard of client service

For further information, please contact: