Administrative Assistant / Receptionist

Newcastle and Lake Financial Planning Pty Ltd; Newcastle-Maitland; On-site; AUD 50,000 - 65,000; Full time

Job summary

Newcastle and Lake Financial Planning Pty Ltd – Warners Bay NSW is seeking an experienced Administrative Professional to join their boutique practice. You will handle client inquiries, manage calendars, and ensure daily operations run smoothly with autonomy.

No prior financial planning experience is required; comprehensive training on industry software and processes will be provided. This role offers a supportive team environment in Warners Bay with potential for growth.

Qualifications

• Proven administrative experience in an office or practice coordination role with direct client interaction.
• Strong tech literacy across Microsoft Office / Google Workspace and CRM platforms.
• High attention to detail with excellent organisation and data entry standards.

Responsibilities

• Serve as primary professional contact for client inquiries via phone, email, and reception.
• Manage adviser calendars and scheduling software; send reminders and prepare meeting rooms.

Skills

Administrative skills

Calendar management

Client service

Tools

Microsoft Office

Google Workspace

CRM platforms

Job description

Newcastle and Lake Financial Planning Pty Ltd – Warners Bay NSW

Are you an experienced Administrative Professional looking to bring your organisational skills to a thriving boutique practice? Do you take pride in delivering exceptional client service, keeping calendars seamless, and ensuring daily operations run smoothly?

We're a rapidly growing financial advice firm based in the heart of Warners Bay, looking for a highly capable, autonomous individual to join our close-knit team.

Previous experience in financial planning is not required - if you have proven administrative expertise, exceptional attention to detail, and a warm, professional communication style, we will provide full training on our industry software and processes.

Are you an experienced Administrative Professional looking to bring your organisational skills to a thriving boutique practice? Do you take pride in delivering exceptional client service, keeping calendars seamless, and ensuring daily operations run smoothly?

We're a rapidly growing financial advice firm based in the heart of Warners Bay, looking for a highly capable, autonomous individual to join our close-knit team.

Previous experience in financial planning is not required - if you have proven administrative expertise, exceptional attention to detail, and a warm, professional communication style, we will provide full training on our industry software and processes.

About Us

We are committed to empowering our clients to achieve their financial goals through personalised, strategic advice. Our mission is built on trust, integrity, and delivering exceptional service. We pride ourselves on a supportive, collaborative, and forward-thinking work environment where every team member has a voice and contributes to our shared success.

Your Impact

• First Impressions & Client Care: Serve as the primary, professional point of contact for new and existing client enquiries via phone, email, and front reception desk.

• Calendar & Meeting Coordination: Manage adviser calendars and scheduling software, coordinating appointments, sending client reminders, and preparing meeting rooms.

• Data & Workflow Management: Maintain accurate client records, prepare documentation, and update our practice management software to ensure advisers have everything they need to deliver advice services with efficiency and accuracy.

• Operations and CSO Support: Provide support for our Client Services Officers (CSOs) with operational tasks, including preparing correspondence and liaising with product providers.

• General Office Support: Assist with incoming/outgoing mail, office supplies, and general upkeep to ensure our office runs like clockwork

What We're Looking For

• Proven Administrative Experience: Demonstrated success in an administrative, practice coordination, or executive support role, including direct client or customer interaction.

• Strong Tech Literacy: Confident proficiency across Microsoft Office / Google Workspace, with the aptitude to quickly pick up new software and CRM platforms.

• High Attention to Detail: Exceptional organisation, proofreading, and data entry standards, with the ability to manage competing priorities calmly.

• Autonomy and Initiative: You take ownership of your tasks, spot what needs doing before being asked, and enjoy solving problems independently.

• Client-Centric Approach: A genuine passion for providing outstanding client service and building strong relationships.

Why Join Us?

• Meaningful Role: As a key member of our small team, your work directly impacts office efficiency, adviser productivity, and the client experience.

• Comprehensive Training & Growth: We provide full on-the-job training in our industry systems, with ongoing professional development opportunities to enhance your skills, with scope to evolve your role as our business expands.

• Collaborative Culture: Work alongside friendly, supportive colleagues in a positive, dynamic office where your insights are valued, and we celebrate our achievements together.

• Work-Life Balance: While our standard hours are 9-5 in our Warners Bay office, we're open to discussing alternative work schedules to accommodate the personal needs of the right candidate.