We are looking for a highly motivated individual wishing to build their knowledge and expertise in a financial planning career. Sterling Grange is boutique financial planning firm, providing holistic financial planning services to clientele. We are looking to place an ambitious assistant to provide admin support to our Advisers.
Job Title: Financial Planning Administration Assistant. Full-time position, ideally in office 5 days a week in the office. Flexibility available
Job Summary: The Financial Planning Administrative Assistant provides front-line customer service by greeting clients and visitors, answering inquiries, and directing them to the appropriate staff. Additionally, this role includes a variety of clerical and administrative tasks to support the efficient operation of the office
Key Responsibilities:
1. Front Office:
2. Greet and welcome visitors in a professional and friendly manner.
3. Answer, screen, and forward incoming phone calls and emails.
4. Manage incoming and outgoing mail and deliveries.
5. Order and maintain office supplies and equipment.
6. Ensure the reception and office area is clean, organized, and presentable.
7. Calendar and Administrative Support:
8. Schedule client meetings and manage the planner's calendar.
9. Manage the administrative aspects of financial planning, such as preparing meeting agendas, preparing client documentation and follow-up notes.
10. Summarising file notes from voice notes created by the adviser.
11. Assistance with preparation of meetings, assistance during meetings with scanning or copying documents.
12. Client Communication:
13. Liaise with clients on behalf of financial planners to gather necessary information and address queries.
14. Provide clients with updates on the progress of their financial plans or changes in their portfolios.
15. System and process management:
16. Input and manage client data using financial planning software and tools.
17. Generate financial reports and projections from financial software as required.
18. Document and assist with establishing processes that improve efficiency and client satisfaction.
19. Documentation & Compliance:
20. Manage reviews and FDS requirements enduring they met the requirements for compliance.
21. Maintain accurate records of client interactions and financial advice provided.
22. Maintaining a high level of client privacy.
23. Workflow Management:
24. Reviewing financial/workflow software ensuring accuracy of client workflow status
25. Ensure timeframes of client status is meet, managed and communicated with adviser, team and client.
Skills and Qualifications:
● Proven experience as a receptionist, front office representative, or in a similar role.
● Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
● Excellent written and verbal communication skills.
● Strong organizational skills with the ability to multitask.
● Customer service-oriented with a positive and welcoming attitude.
● Ability to handle complex financial information with high accuracy.
● Attention to detail and problem-solving skills.
● Ability to handle highly confidential information with discretion.
● Strong organizational skills to manage multiple tasks and deadlines simultaneously.