On-site Administrative Assistant — Financial Planning

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

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.