Job Description

Client Services & Office Administrator (School Hours)

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We're Not Looking for Just Another Administrator...

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Attention to Detail

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- Following Structured Processes
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- Exceptional Communication Skills
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If these three qualities describe you, we'd love to hear from you.

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We are a boutique financial planning practice seeking a professional, organised and detail-oriented Client Services & Office Administrator to join our team.

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This role would particularly suit an experienced administrator who enjoys organisation, document management and ensuring processes are followed accurately every time.

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Working closely with our advisers and support team, you will play an key role in delivering exceptional client service while ensuring client records, files and administrative processes are maintained to a high standard.

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Key Responsibilities

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- Welcoming clients and creating a professional first impression.
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- Preparing tea, coffee and meeting rooms for client appointments.
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- Answering phones and managing client enquiries with warmth and professionalism.
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- Coordinating adviser and client appointment schedules.
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- Maintaining accurate client records within our Xplan CRM.
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- Scanning, uploading, filing and organising client documentation.
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- Managing both electronic and physical client files to ensure records are complete, accurate and compliant.
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- Monitoring outstanding paperwork and ensuring administrative processes are followed correctly.
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- Assisting with document preparation, correspondence and general office administration.
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- Managing incoming and outgoing mail, office supplies and reception duties.
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About You

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You are someone who:

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Obsesses over the details and takes pride in getting things right the first time.

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Thrives in a structured environment and enjoys following established processes and procedures.

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Communicates confidently, professionally and warmly with clients and colleagues.

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Is highly organised and able to manage multiple priorities.

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Has previous administration, client services or office support experience.

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Has strong Microsoft Office skills (Word, Excel and Outlook).

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Experience with Xplan or another CRM system will be highly regarded.

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Why Join Us?

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- Consistent school-hour schedule (9:30am – 2:30pm).
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- Supportive and professional team environment.
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- Stable long-term part-time opportunity.
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- Meaningful role within a respected financial planning practice.
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📌 Client Services & Office Administrator (School Hours) (City of Gold Coast)
🏢 Retirement Planning Partners
📍 City of Gold Coast