Financial Planning Admin & Client Support Specialist

Bespoke Outsource Services; Philippines; Remote; PHP 335,000 - 670,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Life Insurance

Paid vacation

Sick leave

Job summary

Bespoke Outsource Services is seeking an experienced Administrative Assistant in the Philippines to support Australian Financial Advisers with report generation, file management, calendar coordination, and compliance-related administration. You will handle client follow-ups, invoicing, and maintain accurate records in Xplan, AdvisorLogic, Macquarie, and HUB24.

The role requires 2–3 years of financial planning administration experience, strong English communication, attention to detail, and the

Qualifications

• 2–3 years of experience supporting Australian Financial Advisers or financial planning practices is required.
• Experience with Xplan, Macquarie, and HUB24 is highly regarded, with AdvisorLogic experience a strong advantage.
• Experience with financial planning administration, including report generation, client file preparation, and compliance-related tasks.
• Familiarity with Statements of Advice (SOAs), Records of Advice (ROAs), and client documentation is highly regarded.
• Experience managing calendars, scheduling appointments, and coordinating meetings.
• Experience handling client follow-ups, including administrative matters, invoicing, and outstanding payments.
• Strong written and verbal English communication skills.
• Professional telephone manner and confidence communicating with clients.
• Strong attention to detail and accuracy.
• Excellent organisational and time-management skills.
• Proficient with Microsoft Office, Google Workspace, and AI technology tools such as Claude.
• Ability to manage multiple priorities, administrative backlogs, and deadlines.
• Ability to learn and work confidently with new systems and processes.
• Reliable, proactive, and able to work independently.
• Strong problem-solving skills and willingness to take ownership of tasks.
• Ability to maintain strict confidentiality when handling client and financial information.

Responsibilities

• Act as the first point of contact for incoming calls and handle enquiries professionally.
• Generate, download, prepare, coordinate, and compile client reports and supporting documents.
• Prepare, organise, upload, and maintain digital client files and documentation.
• Manage calendars, schedule appointments, and coordinate meetings.
• Arrange and confirm client appointments and meetings.
• Manage administrative backlogs in AdvisorLogic.
• Assist with compliance-related administration, including checking SOAs and ROAs for completeness.
• Complete post-meeting administration, including MOM and task follow-ups.
• Maintain accurate client records in Xplan, AdvisorLogic, Macquarie, HUB24 and related systems.
• Follow up with clients regarding outstanding information, documentation, invoicing and payments.
• Contact clients by phone regarding outstanding documentation, invoices, and payments as required.
• Assist Financial Advisers with general administrative and operational tasks.
• Maintain confidentiality of client and company information.
• Perform other administrative duties as required.

Job description

Bespoke Outsource Services is seeking an experienced Administrative Assistant in the Philippines to support Australian Financial Advisers with report generation, file management, calendar coordination, and compliance-related administration. You will handle client follow-ups, invoicing, and maintain accurate records in Xplan, AdvisorLogic, Macquarie, and HUB24.

The role requires 2–3 years of financial planning administration experience, strong English communication, attention to detail, and the