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.

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