Administrative Assistant - Financial Planning (Australian Client/Day Shift)

Brainbox; Angeles; On-site; PHP 279,000 - 446,000; Full time

Benefits offered by this job

Work from home

HMO on day 1

37.5h week

Paid time off

International travel opportunities

Career growth

Job summary

Brainbox is seeking an Administrative Assistant in Pampanga to support Australian financial advisers with day-to-day planning and paperwork. This on-site role requires precise data management, strong Excel/Outlook skills, and the ability to handle confidential information.

You will maintain client records, process applications, coordinate appointments, and assist with compliance and invoicing while supporting a dedicated client-facing practice.

Qualifications

• At least two years' experience in a process-driven administration role.
• Daily experience with a CRM or system of record and maintaining clean, accurate client data.
• Experience reconciling reports, raising invoices, and following up receivables and payables.
• Excellent written English, able to send client emails without rewrites.
• Comfortable contacting external providers by phone and email to chase outcomes.
• Able to handle confidential client financial and identity information with discretion.
• Excellent attention to detail and strong process discipline.
• Proficient in Microsoft Outlook, Word and Excel.

Responsibilities

• Enter and maintain client data in the practice's financial planning and home loan platforms.
• Complete application forms and investment notifications, and maintain transaction data entry.
• Coordinate investment lodgements and withdrawals, and direct securities transactions.
• Attend to superannuation and insurance applications, rollovers and redemption requests.
• Liaise with fund managers, super providers and stockbrokers to progress requests and follow up underwriting requirements.
• Run home loan administration compliance checks and send associated client emails.
• Conduct compliance reviews on client files and record what was checked.
• Support advisers with client reviews, financial plans, reports, client emails and basic Statements of Advice.
• Issue client welcome packs and compliance documentation.
• Open and distribute daily email, answer client administrative enquiries, and make follow-up calls to new clients.
• Coordinate adviser appointments and maintain the client review schedule.
• Download prospectuses and customer information brochures as required.
• Reconcile brokerage and commission reports.
• Coordinate client invoicing and maintain accounts receivable and payable.
• Coordinate mail merges, direct marketing, client seminars and newsletter mailings.

Skills

CRM experience

Invoicing & receivables

Attention to detail

MS Outlook

MS Word

MS Excel

Client data management

Communication skills

Data confidentiality

English proficiency

Tools

Adviser Logic

MYCRM

Xplan

COIN

Midwinter

Accounting software

Job description

About Brainbox

Brainbox is different from every other BPO. It's not just the amazing culture, strong brand, loyal customers, and talented staff - it is deeper than that. The Brainbox core value of 'Always Be Kind' is embedded in every policy, decision, and every day. We develop our people, and the Philippines management team is all Filipinos. Everything we do aims to provide people with a work culture that helps them improve every single day. From unlimited training to HMO benefits from day 1, we want our people to love what they do and become the best versions of themselves.

About Brainbox

Brainbox is different from every other BPO. It's not just the amazing culture, strong brand, loyal customers, and talented staff - it is deeper than that. The Brainbox core value of 'Always Be Kind' is embedded in every policy, decision, and every day. We develop our people, and the Philippines management team is all Filipinos. Everything we do aims to provide people with a work culture that helps them improve every single day. From unlimited training to HMO benefits from day 1, we want our people to love what they do and become the best versions of themselves.

We are looking for an Administrative Assistant who will take ownership of the day-to-day planning and administration work for an Australian financial advice and mortgage practice, so that advisers can spend their time on client meetings and advice rather than paperwork. This is a single, dedicated seat working directly with the practice's advisers and clients, holding your own queue rather than working through a team leader or a manager.

Our client is a small Australian financial services practice based in Perth, Western Australia, running two lines of business side by side: personal financial advice covering superannuation, insurance and investments, and home loan broking.

Key Duties

• Enter and maintain client data in the practice's financial planning and home loan platforms, keeping client files and databases current
• Complete application forms and investment notifications, and maintain transaction data entry
• Coordinate investment lodgements and withdrawals, and direct securities transactions
• Attend to superannuation and insurance applications, rollovers and redemption requests
• Liaise with fund managers, super providers and stockbrokers to progress requests and follow up underwriting requirements
• Run home loan administration compliance checks and send associated client emails
• Conduct compliance reviews on client files and record what was checked
• Support advisers with client reviews, financial plans, reports, client emails and basic Statements of Advice
• Issue client welcome packs and compliance documentation
• Open and distribute daily email, answer client administrative enquiries, and make follow-up calls to new clients
• Coordinate adviser appointments and maintain the client review schedule
• Download prospectuses and customer information brochures as required
• Reconcile brokerage and commission reports
• Coordinate client invoicing and maintain accounts receivable and payable
• Coordinate mail merges, direct marketing, client seminars and newsletter mailings

Requirements

Essential

• At least two years' experience in a process-driven administration role
• Daily experience working in a CRM or system of record, with a track record of keeping client data clean and accurate
• Experience reconciling reports (for example, commission or brokerage reports), raising invoices, and following up receivables and payables
• Excellent written English, to a standard where client emails can be sent without needing to be rewritten
• Comfortable dealing directly with external providers or suppliers by phone and email to chase an outcome
• Able to handle confidential client financial and identity information with discretion
• Excellent attention to detail and strong process discipline
• Proficient in Microsoft Outlook, Word and Excel

Preferred

• Prior experience in Australian financial planning or mortgage broking
• Experience with Adviser Logic, MYCRM, Xplan, COIN or Midwinter, or a similar financial planning platform
• Experience with Australian superannuation, insurance or mortgage provider portals
• Experience with accounting or invoicing software

Benefits

Perks

• Attractive and competitive salary
• A work-from-home arrangement
• Tenure-based and Performance-based incentives
• Paid time off
• Unlimited cash incentives for hired referrals
• Engagement and Recognition programs
• HMO on day 1
• Work-life balance with a 37.5h week and free weekends
• International career growth and clients
• Opportunities to travel abroad
• Modern air-conditioned offices, located along MacArthur Highway (easy public transportation access), near residences, malls, and restaurants
• Fun and inclusive working environment and great working culture
• Dedicated local support with local Management, HR, onboarding, payroll, and ICT
• Access to unlimited training and micro-competencies to advance your skills

This role is subject to a number of skills and possible online practical tests.

This position is an onsite role at our Pampanga office. Candidate must be willing to work on-site.