(SA) Administration Assistant

This is a remote position.
About the Role

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

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

The ideal candidate is someone who is highly organized, comfortable working with confidential client information, has strong attention to detail, and can confidently manage multiple tasks and deadlines in a fast-paced financial services environment.
Key Responsibilities
Client Onboarding & Meeting Preparation
- Monitor advisor inboxes and upcoming calendar meetings.

- Prepare client information and documentation based on the type of meeting.

- Assist with client portal invitations and follow-ups.

- Review client information and ensure required details are available before meetings.

- Prepare documentation for Strategy, Presentation, Transfer, Reconnection, and Review Meetings.

- Follow up with clients after meetings and request outstanding information or confirmations.

- Prepare and manage change of adviser forms and other client documentation.

Document Preparation & Generation
- Assist with preparing Strategy Discussion Papers / Strategy Papers using information collected through the client portal.

- Generate and format documents using Marloo AI .

- Prepare the base documentation for Statements of Advice (SOAs).

- Ensure client information, superannuation, investment, and other relevant details are available and accurate.

- Assist with ProductRex product comparisons and incorporate relevant information into documentation.

- Review generated documents for accuracy, formatting, completeness, and presentation.

- Prepare documentation for annual client reviews and review SOAs.

Client Communication
- Send and manage routine client communications, including:
- Birthday emails

- Insurance anniversary reminders

- Insurance premium overdue notifications

- Quarterly market update communications

- Annual review communications

- Maintain professional and timely communication with clients.

- Follow up on outstanding client information and documentation.

Fee Administration
- Assist with fee processing through the WT ARC platform .

- Process invoices and signed direct debit forms.

- Reconcile expected fees against fees received.

- Review fortnightly commission statements and identify discrepancies.

- Issue and manage fixed-term fee agreements.

- Monitor renewal periods to ensure fee agreements remain active.

General Administration
- Maintain accurate and organized digital client files.

- Save and update relevant client reports and account information.

- Identify missing or outdated information, such as expired identification, payment card expiry, and insurance renewal dates.

- Support the advisers with general administrative tasks as required.

- Maintain a paperless workflow, with a strong focus on electronic signatures and client portal usage.

Systems & Software

Experience with the following systems is highly desirable:

-
Intelliflo – CRM, tasks and cash flow modelling

-
Marloo – AI document generation

-
ProductRex – Product comparison

- Microsoft Office / Word

- Client portals and electronic signature platforms

-
WT ARC – Fee processing and administration

Requirements
- Previous experience in financial planning, wealth management, financial services administration, or a similar environment .

- Strong administrative and organizational skills.

- Excellent attention to detail and accuracy.

- Experience preparing financial services documentation is highly desirable.

- Comfortable working with confidential client and financial information.

- Strong written and verbal English communication skills.

- Ability to manage multiple client files, tasks, and deadlines.

- Stro