Financial Planning Admin Assistant (SA)

The OE Agency; Gauteng; On-site; ZAR 240,000 - 320,000; Full time

Benefits offered by this job

Fully remote role

Job summary

The OE Agency is seeking a highly organized Finance Administration Assistant for a fully remote role based in South Africa. The position supports onboarding, meeting prep, document generation, and client communications, with a focus on accuracy and confidentiality.

You will handle fee administration, invoicing, and annual reviews while coordinating with Australian advisers. Proficiency in Word/Office and new systems, plus strong English communication, are essential for success in this fast-paced

Qualifications

• Experience in financial planning, wealth management, or financial services administration.
• Strong organisational skills and attention to detail.
• Comfortable handling confidential client and financial information.
• Proficient in Microsoft Word and Office suite.
• Able to work independently in a remote environment.
• Excellent written and verbal English communication.

Responsibilities

• Client onboarding and meeting preparation, including documentation and follow-ups.
• Fee administration, processing invoices and direct debits, reconciling fees.
• Maintain digital client files and update reports and account data.
• Support advisers with general administrative tasks and paperless workflow.
• Prepare documentation for SOAs and review for accuracy and presentation.
• Utilise AI-assisted tools to generate and format documents.

Skills

Organisational skills

Attention to detail

English communication

Microsoft Office

Remote work

Client onboarding

Administrative support

Written and verbal English

Tools

Intelliflo

Marloo

ProductRex

WT ARC

Microsoft Office

Client portals

Electronic signatures

Job description

This is a remote position.

Full-time | 40 hours per week

AUD $15–$20 per hour, based on experience Approx. R30,000–R40,000 per month

8:00 AM–5:00 PM AWST | 2:00 PM–11:00 PM SAST

About the Role

We are seeking a highly organised and detail-oriented Financial Planning Administration Assistant to support a growing Australian wealth management and financial planning business.

This role will provide administrative and client support across client onboarding, meeting preparation, document generation, client communications, fee administration and ongoing review support.

The ideal candidate is comfortable working with confidential financial information, managing multiple client files and deadlines, and maintaining a high level of accuracy in a fast-paced financial services environment.

Key Responsibilities

Client Onboarding & Meeting Preparation

• Monitor adviser inboxes and upcoming meetings
• Prepare client information and documentation before meetings
• Send client portal invitations and follow up outstanding information
• Prepare documentation for strategy, presentation, transfer, reconnection and review meetings
• Follow up clients after meetings
• Prepare and manage change of adviser forms
• Document Preparation Assist with Strategy Discussion Papers / Strategy Papers
• Generate and format documents using Marloo AI
• Prepare base documentation for Statements of Advice (SOAs)
• Check client, superannuation, investment and insurance information for accuracy
• Support product comparisons using ProductRex
• Review documents for accuracy, completeness and presentation
• Prepare annual review documentation and review SOAs

Client Communication & Fee Administration

• Manage routine client communications and reminders
• Follow up outstanding client information and documents
• Assist with fee processing through WT ARC
• Process invoices and signed direct debit forms
• Reconcile expected fees against fees received
• Review commission statements and identify discrepancies
• Monitor fee agreement renewal periods

General Administration

• Maintain accurate and organised digital client files
• Update client reports and account information
• Identify missing or outdated information
• Support advisers with general administrative tasks
• Maintain a paperless workflow using client portals and electronic signatures

Systems & Software

• Intelliflo
• Marloo
• ProductRex
• WT ARC
• Microsoft Office / Word
• Client portals
• Electronic signature platforms

Requirements

Previous experience in financial planning, wealth management, financial services administration or a similar environment Strong administration and organisational skills Excellent attention to detail Experience preparing financial services documentation is highly desirable Comfortable handling confidential client and financial information Strong written and verbal English communication Ability to manage multiple files, tasks and deadlines Strong Microsoft Word and Office skills Comfortable learning new systems Proactive, reliable and able to work independently in a remote environment Available to work full-time aligned to Western Australian business hours

Benefits

Benefits AUD $15–$20 per hour , based on experience Full-time, 40 hours per week Fully remote role based in South Africa Exposure to Australian financial planning and wealth management Work with modern digital systems and AI-supported document tools Opportunity to build specialist financial services administration experience Competitive pay based on experience