client service Administrator / paraplanning supportFiltaGlobal

We are looking for a Client Service Administrator / Paraplanning Support to assist and be the key file driver for a financial planning company based in Australia. This is a wonderful opportunity to learn, grow and develop through quality 1 on 1 training with the Owner and Principal who has over 20 years of experience.
Key Responsibilities * Customer Service Administrator
Client enquiries - manage all client enquiries via the approved CRM/Xplan system. All enquiries received via email, telephone call or SMS/text message to be recorded, confirmation acknowledged with 72-96-hour turnaround time (unless circumstances are more detailed). Investigate the nature of each enquiry consulting with the Senior Practice Support (SPS) and the lead Adviser. Make contact with any relevant institution/provider to understand the currency of the client(s) accounts/policies, obtain any relevant and up-to-date forms required to satisfy the enquiry. Communicate with the client(s) where there is some delay either due to volumes or due to institution/provider turnaround times. Ensure that all responses satisfy our quality standards for timeliness, accuracy, and completeness.
Regular SMSF administration follow up - follow up any regular SMSF client(s) items such as general administration, invoices required, accounting and auditing documents required, on behalf of the SPS, preparation of the quarterly SMSF client(s) packs. Prepare email communications to be issued to the client(s) where required. Always updating the SPS/lead Adviser of actions.
Review follow up coordination - work through any review follow up items such as preparing, completing, or populating forms required for completion by the client(s) eg. reverse fact finds, policy change forms etc. This will often involve contacting institutions/providers on behalf of the SPS/lead Adviser for the client(s) account/policy changes or update.
2. Paraplanner Support * Conduct strategy meeting discussions with the Senior Practice Support (SPS) and lead Adviser(s).
Data entry of all new client(s) information into Xplan as requested by Senior Practice Support (SPS) and Adviser(s).
Commence the 3rd party authority enquiries (TPA's) on receipt - they often arrive before the full data file. Correct client ID's and completed 3rd party authorities need to be lodged otherwise some providers will not accept the request.
Commence the Pre-assessment enquiries (occupation and health enquiries) - they often arrive before the full data file and intermittently will be required to determine whether clients are eligible for cover at all or what conditions may apply eg. loadings/exclusions/declines.
Save all contact notes with institutions/providers in Xplan.
Conduct the Xplan Risk Researcher and Wealth Solver process and utilise the Chantwest tools where required to ensure appropriate research is done and saved on file (Dropbox). Additional Xplan tools such as Xtools and IPS to be used where required.
Utilise the Xplan software wizards to process the Statement of Advice using the relevant wizards that are available.
Vet the Statement of Advice to ensure that it is compliance tested, formatted correctly, check for typographical errors, ensure that the Statement of Advice (SOA) flows through from the file notes, fact find, strategy proposal, client goals, objective, that advice(s) scoped in are included and advice(s) scope out are noted, that replacement tables are checked, that commission and referral disclosures are illustrated etc.
Forward the completed SOA, Fact Find, Quotations and any relevant information to the SPS for vetting.
Upload all relevant client(s) documents to the client(s) Dropbox and Xplan file as required.
3. SPS Support * SPS support - provide direct support to the SPS with any other day-to-day administration functions to ensure the smooth operations of the back-office team for Your Future Advice.
Special projects - conduct any special project work as required from time to time. Some examples here would be 1. Superannuation clients that have model portfolios that have not been reviewed for more than 2-3 years. It is very likely that the models have had manager changes that need to be altered on an annual review. Clients not responding formerly is not an adequate defence. A formal notification would need to go to these clients around this matter; 2. SMSF clients with insured policies where the owner of the policies is the insurer super fund shell - currently needing a change of ownership SOA's; 3. Client contact information out of date eg. emails. A group of some 50 clients email notification are bouncing back requiring updating.
Qualification
RG146 a bonus but not an absolute prerequisite
Experience
1-2 years of experience as a Paraplanner in the Financial Planning space, preferably Australian
Skills
Very organised
Excellent English verbal and written communication skills - be able to contact Providers like Insurance companies and contact Clients thru phone and email.
Can also delegate and coordinate tasks to others.
Must be friendly and professionally assertive.
Exceptional attention to detail.
Enjoys process and repetition of work.
Self-motivated, ability to read and understand a brief fully, and clarify/confirm direction.
Ability to maintain high-quality performance with varied deadlines and competing priorities.
Confident personality, willing to make decisions, own mistakes and make improvements.
Systems
XPlan/Iress
Dropbox
Along with a dynamic environment where everybody is highly motivated and engaging, you will get the following benefits for being part of the Filta family:
Benefits
HMO for yourself and one dependent within the first month
20 combined SL/VLs per year accrued from day one (you will have 10 accrued once you pass regularisation)
Perks
Monthly social activities paid by the company- such as watercolour workshop, board games, laser tag, escape room, team dinner, etc.
30 minutes early out Fridays (after regularisation, upon completing all your tasks for the week, and if you are on time during the week)
Birthday Leave
Career growth with additional strategic responsibility
Shift Time
6:00 am to 3:00 pm - Manila Time - Monday to Friday
8:00 am to 5:00 pm - Australia Time - Monday to Friday
If this sounds like you and you're ready to take the next step in your career, do not hesitate to get in touch and become a part of the #FiltaFam!
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FiltaGlobal

Manila City, Metro Manila
Permanent
Full-time