Client Services Officer

Sharp & Carter; Melbourne; On-site; AUD 60,000 - 90,000; Full time

Job summary

Sharp & Carter is seeking an experienced financial planning administrator to join a professional team providing tailored wealth management and financial advice. You will support Financial Advisers and clients, handling end-to-end administration, documentation, reviews and ongoing service delivery.

The role emphasizes accuracy, proactive service, and the ability to manage multiple files while maintaining high standards. Experience with Xplan and strong MS Office skills are preferred.

Qualifications

• Experience in financial planning administration or financial services administration.
• Strong attention to detail and accuracy in processing client requests.

Responsibilities

• Provide end-to-end administrative and client service support to Financial Advisers and clients.
• Coordinate and process new business documentation for advice implementation.
• Prepare client reviews, portfolios and reports.
• Manage client correspondence and service agreements.
• Monitor adviser workflows and follow up on outstanding actions.
• Handle adviser inboxes and route queries appropriately.
• Maintain accurate client records and diary management.
• Assist with process improvements and administration projects.

Skills

Financial planning administration

Client service

Xplan

Microsoft Word

Microsoft Excel

Tools

Xplan

Microsoft Word

Microsoft Excel

Job description

Are you an experienced financial planning administrator who takes pride in delivering exceptional client service and keeping things moving behind the scenes? We are partnering with an established financial planning practice providing tailored wealth management and financial advice to individuals, families and businesses. With services spanning superannuation, retirement planning, investments, wealth creation, risk insurance and SMSFs, the firm takes a personalised approach to building long-term client relationships and helping clients achieve their financial goals.

This is an excellent opportunity to join a professional, collaborative team where client service is genuinely valued.

The Opportunity

Working closely with Financial Advisers and the broader administration team, you will provide end-to-end administrative and client service support, ensuring advice implementation, client requests and ongoing service requirements are managed accurately and efficiently.

Your responsibilities will include:

• Providing proactive administrative and client service support to Financial Advisers and their clients.
• Managing the end-to-end implementation of new business, including preparation and processing of advice documentation.
• Coordinating ongoing client reviews, preparing review packs and generating portfolio reports.
• Managing client correspondence, service agreements and associated documentation.
• Monitoring adviser workflows, following up outstanding actions and ensuring client matters progress within required timeframes.
• Managing adviser inboxes, prioritising correspondence and directing advice-related queries appropriately.
• Maintaining accurate client records, file notes and documentation within Xplan.
• Arranging client appointments and maintaining accurate diary management.
• Assisting with administration projects and contributing to process improvements.

About You

You will be an organised and proactive administration professional with experience within financial planning or financial services. You understand the importance of accuracy, follow-through and delivering a consistently high standard of service.

To be successful, you will bring:

• Previous experience in a Financial Planning Client Services or similar financial services administration role.
• A strong understanding of financial planning administration and advice implementation processes.
• Experience using Xplan (highly regarded).
• Excellent written and verbal communication skills.
• Strong Microsoft Office skills, particularly Word and Excel.
• Exceptional organisational and time management skills.
• Strong attention to detail and the ability to manage multiple files and competing priorities.
• A proactive, solutions-focused approach with strong problem-solving skills.
• The confidence to work autonomously while contributing positively to a collaborative team.

What Will Set You Apart?

Most importantly, you are someone who takes ownership of your work and understands how to keep client matters progressing.

You naturally follow through on outstanding actions, anticipate what needs attention and take initiative rather than waiting to be directed. You understand that exceptional client service is often delivered through the small details, consistent communication and ensuring nothing falls through the cracks.

If you enjoy being a trusted support to Financial Advisers and take pride in delivering an organised, seamless client experience, we would love to hear from you.