Profusion Planning
Administration & Reception Coordinator
About Profusion Planning
Profusion Planning is a growing financial advice business committed to delivering exceptional client experiences and building long-term relationships. We pride ourselves on providing professional, proactive, and personalised service that helps clients feel supported and valued at every stage of their financial journey.
About the Role The Administration & Reception Coordinator is a pivotal role within the business, serving as the first point of contact for clients while providing administrative support to advisers and Client Managers.
This role is responsible for ensuring the smooth operation of reception, supporting client onboarding and ongoing service processes, maintaining accurate records, coordinating meetings, and contributing to an outstanding client experience. The successful candidate will be highly organised, client-focused, and committed to delivering exceptional service.
Key Responsibilities
- Create a welcoming and professional experience for clients, visitors, and business partners.
- Manage incoming calls, emails, appointments, and general enquiries.
- Coordinate adviser calendars, client meetings, and meeting preparation.
- Support client onboarding and maintain accurate client records and documentation.
- Assist with client service administration, including correspondence, documentation, and follow-up activities.
- Maintain data quality across CRM and business systems.
- Support advisers and Client Managers with administrative and workflow requirements.
- Manage office administration, including mail, supplies, meeting room presentation, and general office coordination.
- Assist with invoicing, document processing, and business administration tasks.
- Support client events and engagement initiatives.
- Proactively contribute ideas to improve administrative processes and enhance the client experience.
- Uphold Profusion Planning's commitment to service excellence and a client-first culture.
Skills & Experience
Essential
- Minimum 2 years’ experience in administration, reception, client service, or customer support.
- Excellent communication and interpersonal skills.
- Strong organisational and time management abilities.
- High attention to detail and accuracy.
- Ability to manage multiple priorities and meet deadlines.
- Intermediate Microsoft Office skills.
- Qualified and confident telephone manner.
- Ability to work both independently and collaboratively within a team.
Desirable
- Experience within financial planning, accounting, banking, legal, insurance, or professional services.
- Experience using CRM systems and workflow management tools.
- Experience coordinating client appointments and administrative processes.
- A passion for delivering exceptional customer service and client outcomes.
Key Behaviours The successful candidate will demonstrate:
- A genuine client-first mindset.
- Professionalism, discretion, and accountability.
- Initiative and a proactive approach to problem-solving.
- Strong attention to detail and follow-through.
- A positive attitude and willingness to support team success.
- Commitment to continuous improvement and service excellence.
- The ability to build trusted relationships with clients and colleagues.
Success in This Role Looks Like:
- Clients consistently receive a professional, welcoming, and seamless experience.
- Administrative processes are completed accurately and efficiently.
- Adviser and Client Manager teams are well supported.
- Client records and documentation are maintained to a high standard.
- Opportunities to improve service and efficiency are proactively identified and implemented.
- Profusion's reputation for exceptional client service is strengthened through every interaction
What should you do now? If this sounds like a role for you then please apply now by emailing your resume and a brief cover letter to
[email protected] and we will get back to you.
📌 Administration & Reception Coordinator (West Leederville)
🏢 Profusion Planning
📍 West Leederville