Paraplanner, Admin & Operations
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Job Description
Paraplanner/Admin & Operations Specialist preparing financial advice documents for Australian clients. Work remotely supporting a modern financial advisory firm with high-quality client administration.
Responsibilities:
- Use AI tools to generate, structure, and refine Statements of Advice (SOAs) and Records of Advice (ROAs) in accordance with Australian regulatory requirements and best practice standards
- Apply critical review skills to AI-generated advice documents, checking for accuracy, compliance, suitability, and client-specific relevance before adviser sign-off
- Conduct investment, insurance, superannuation, and strategic research to inform and quality-check advice content
- Prepare annual review documents, portfolio reports, and client review packs using workflows
- Analyse client financial data to model scenarios and projections in support of advice strategy
- Ensure all advice documents comply with relevant compliance frameworks, including AFSL requirements and the Best Interests Duty
- Liaise with the adviser to refine advice strategies and ensure accurate reflection of client goals and circumstances
- Maintain and update document templates to ensure consistency and efficiency
- Coordinate and prepare for scheduled annual and semi-annual client reviews
- Compile pre-meeting packs including portfolio valuations, asset allocations, and fee disclosure documents
- Update client records and financial data in the CRM/practice management system following review meetings and as work is conducted throughout the year
- Track review schedules and follow up on outstanding client actions post-meeting
- Handle client onboarding administration including data collection, file setup, and ID verification
- Process new business applications, rollovers, and product instructions with fund managers, insurers, and super funds
- Correspond with clients, product providers, and third parties via email and phone in a professional and timely manner
- Maintain accurate and up-to-date client files and records within the practice management system
- Prepare Fee Disclosure Statements (FDS) and Opt-In notices as required
- Assist with compliance documentation, file notes, and audit trail maintenance
- Support invoicing, fee collection, and general office administration as required
Requirements:
- Minimum 3 years of paraplanning experience within an Australian financial planning practice
- Demonstrated experience preparing SOAs and ROAs across investment, superannuation, insurance, and retirement planning
- Solid working knowledge of the Australian financial planning regulatory environment (Corporations Act, FASEA, Best Interests Duty)
- Proficiency using AI-powered tools and platforms to draft, refine, and quality-check Statements of Advice and related documents
- Comfort working with large language models (e.g. ChatGPT, Claude, or specialist financial planning AI tools) as part of an advice production workflow
- Strong written English communication skills with the ability to produce clear, professional client-facing documents
- High attention to detail with strong organisational and time management skills
- Experience working remotely with Australian financial planning or professional services firms
- Valid NBI/Police Clearance
- **Desirable: **
- Diploma of Financial Planning (FNS50622) or equivalent Australian qualification, or currently studying towards it
- Knowledge of Australian products including managed funds, platforms (e.g. Netwealth, HUB24, Macquarie Wrap), and life insurance
- Experience using AI writing or document generation tools in a professional or financial services context
- Familiarity with prompt engineering or working effectively with large language models to produce structured, compliant outputs
- Experience with portfolio reporting tools and CRM/practice management systems Understanding of aged care advice, SMSFs, or estate planning as supplementary areas
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