Financial Planning Assistant

Virtual Assistant Team; Time; On-site; NOK 400,000 - 600,000; Full time

Job summary

Virtual Assistant Team is seeking a full-time Insurance Assistant based in Norway, Rogaland. This role requires a highly organized individual skilled in Office 365 to manage insurance renewal and assist the Financial Adviser efficiently.

The role demands strong communication with insurance providers and the ability to maintain detailed records and workflows. A suitable candidate will thrive in a team environment and contribute to enhancing client experiences.

Qualifications

• Proficiency in Office 365 apps like Word, Excel, and Outlook.
• Experience in triaging and delegating emails.
• Ability to manage and maintain documentation effectively.

Responsibilities

• Conduct daily huddle meetings with the team.
• Manage insurance renewal tasks and communications.
• Prepare and upload necessary documents into the system.

Skills

Experience using Office 365 apps

Experience with online booking systems

Experience with virtual meeting platforms

XPlan or AdviserLogic experience

Insurance product provider experience

Job description

Position Details

Full-time, Australian Time Zone (AEST).

General Description

This role is suited to someone who is very process‑oriented and can complete admin tasks efficiently and repetitively. They enjoy being part of a team and realise the importance of taking action and following through to deliver results which will help our clients move closer to achieving their insurance protection requirements.

The person who fulfills this role will be expected to complete insurance renewal, research, and retention tasks working closely with the Financial Adviser. The role requires becoming an expert at knowing different provider’s policy details and having a detailed understanding of current and legacy insurance contracts. The Insurance Assistant will also assist with admin support in the claims and estate workflows by preparing online forms, documents and sending templated client communications such as emails and SMS to keep these processes and workflows flowing smoothly.

The Insurance Assistant will act as the conduit between other key stakeholders with regular contact maintained with insurance product providers to ensure we achieve quality outcomes for our clients in a timely manner. A real engine room role is vitally important to ensure that our business delivers great client experiences and awesome outcomes.

Workflows

• Insurance
• Retention
• Estate

Duties and Responsibilities

• Daily huddle meetings with other team members.
• Triaging and delegating emails from shared admin folder.
• Calendar management and meeting scheduling.
• Cloud document storage management and filing.
• Manage and maintain all business flowchart and swim lane illustrations.
• Manage SharePoint intranet site and update all business systems and processes.
• Form, template or document creation in Word, Excel, Outlook etc.
• Insurance Workflow:
  • Prepare file and setup workflow.
  • Maintain and update Insurance Tracker.
  • Contact insurance providers and request/download policy schedule renewals.
  • Update client and policy details in Insurance Worksheet (MS Excel).
  • Email clients with renewal details and commence the review process.
  • Once the meeting is booked prepare all forms and documents required for the meeting/s.
  • Update client details in CRM (Astute Wheel / ADL) and pre-fill Protection Profile in WF Portal.
  • Send email templates and SMS for meeting confirmations through CRM software.
  • Transcribe any file notes from Financial Adviser after review call/meeting.
  • Complete insurance needs analysis.
  • Commence policy and product research with existing providers.
  • Complete market comparison and insurance quotes with current and alternative providers.
  • Once the Financial Adviser reviews research, finalise recommendations by editing and compiling the Insurance SOA template.
  • Prepare all insurance applications, documents, and forms based on recommendations.
  • Scan and collate all signed instructions and forms post‑meeting.
  • Upload all relevant documents and information into ADL Document Vault.
  • Complete handover of the file to Implementation Manager to commence setting up or implementing the advice.

Skills Required

• Experience using Office 365 apps, online booking systems, and virtual meeting platforms.
• XPlan, AdviserLogic, or similar financial planning CRM experience essential.
• Insurance product provider experience desirable.