Primary Purpose: This role is intended to act as the operational engine behind client review and implementation cycles, preparing accurate advice and review documentation, coordinating onboarding and implementation of financial product and portfolio changes, and maintaining client records and portfolio systems so Advisers can focus on client relationships and advice delivery.

Principal Responsibilities:

1. Review Meeting & Report Pack Preparation

Builds, checks, and finalises review report packs and associated documentation ahead of client meetings, and manages the follow-up administration once meetings are held, ensuring accuracy and timely delivery to clients and advisers.

2. Implementation & Post-Review Follow-Up

Prepares, submits, and tracks application forms, portfolio switches, and advice fee consent forms arising from advice and review recommendations, and quality-checks completed trades and fee changes for accuracy.

3. Advice Document Production & Compliance

Support Prepares and issues advice documentation for e-signature, keeps compliance records current, and manages the annual advice agreement cycle to keep client files compliant and up to date.

4. New Client Onboarding

Coordinates the end-to-end onboarding experience for new clients, from booking initial meetings and preparing packs to setting up client records and authorities in core systems.

5. Ongoing Client Account Administration

Manages routine but detail-sensitive client account administration, including term deposits, withdrawals, contributions, and annual tax and notice requirements.

6.



General Office & Portfolio Systems

Administration Maintains day-to-day office operations and supports portfolio and platform administration, including client portal management, and general correspondence handling.

Role Description

Skills and Competencies

Technical & Product Knowledge

- Understanding of financial product application, portfolios and implementation processes, including SMSFs, superannuation and retirement planning.
- Familiarity with advice documentation requirements (SOAs, ROAs, fee agreements/consents)
- Working knowledge of platform administration (i.e. Netwealth, BT Panorama, MyNorth, Ausiex, Desktop Broker, Macquarie)
- Portfolio rebalances and trade QA literacy

Attention to Detail & Accuracy

- High accuracy in document preparation and data entry
- Compliance-conscious approach to file and record-keeping
- Quality assurance and error-checking discipline

Organisation & Time Management

- Ability to manage high-volume, deadline-driven weekly workflows
- Prioritisation across multiple concurrent client files
- Task tracking and follow-up discipline

Client & Stakeholder Communication

- Explicit, professional written and verbal communication with clients and providers




- Coordination with Advisers to prepare meeting-ready materials
- Responsive client service and query handling

Systems & Process

- Proficiency with CRM/portfolio management software, i.e. Plutosoft
- Comfort with e-signature and document workflow tools, i.e. Annature
- Process consistency and adherence to standard operating procedures

Experience Requirements

Minimum experience: 2–5 years in a financial planning practice administration or client service role, with direct exposure to advice document preparation and platform administration.

Level of judgement: Operates with moderate autonomy on routine and recurring administrative tasks, escalating complex compliance, or client-specific issues to Advisers; judgement is required to prioritise competing weekly deadlines and to identify discrepancies requiring Adviser input.

Preferred background

- Client service or para-administration role within a financial advice practice
- Experience with CRMs such as Plutosoft or equivalent portfolio management systems
- Exposure to advice compliance documentation (SOAs, ROAs, fee consent forms)

Strengths and values

- Reliability and follow-through on detailed, repetitive tasks
- Precision and care with compliance-sensitive documentation
- Calm, organised approach under daily and weekly deadline pressure
- Client-centred mindset despite limited direct client-facing contact
- Proactive communicator who flags issues before they escalate
- Comfortable working within structured systems and processes

📌 Client Services Manager (Melbourne)
🏢 Lowe Lippmann Wealth Advisers
📍 Melbourne