Administration Assistant (015 -612)

Looking for Philippines-based candidates

Job Role: Administration Assistant

Compensation range: $1,700 AUD - $1,800 AUD / Monthly

Engagement type: Independent Contractor Agreement

Work Schedule: This role is expected to align with the AU business hours (approx. 9 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.

Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.

Who The Client Is: They are a boutique Australian financial strategy firm dedicated to helping high-capacity professionals and business owners transition into a work-optional lifestyle. Unlike traditional firms that focus solely on products, they specialize in lifestyle architecture, using highly structured systems and defined workflows to turn financial complexity into clarity. They operate as a high-performance, process-driven team where strategic precision and a premium client experience are the non-negotiable standards.

Role Overview: As the Administration Assistant, this individual serves as the operational backbone of the firm, responsible for turning complex advice into a seamless, organized reality. The role is deeply process-driven, requiring the mastery of internal workflows, the hosting of client data collection meetings, and the maintenance of absolute data integrity within the CRM. The ideal candidate is a detail-obsessed professional who thrives on order and takes immense pride in ensuring every step of the client onboarding journey is executed with surgical precision.

Key Responsibilities: 

• Client Administration & Workflow Management
• Follow established workflows for new client onboarding, implementation, and ongoing service
• Prepare and manage client documentation
• Coordinate with product providers and external parties
• Track and follow up outstanding requirements
• Maintain task lists and workflow tracking systems
• CRM Management
• Accurately enter and maintain client data in the CRM
• Update client records following meetings
• Ensure compliance-related documentation is properly stored
• Maintain data integrity and organisation within the system
• (Training will be provided on our CRM and processes.)
• Data Collection Meetings
• Host structured client data collection meetings via Teams
• Guide clients through required information using predefined meeting agendas
• Ensure all relevant financial and personal data is captured accurately
• Escalate complex or technical questions to the adviser as required
• Advice Implementation Support
• Prepare documentation required for implementation of advice
• Liaise with clients to gather forms and signatures
• Coordinate rollovers, investments, insurance applications, and account openings
• Track implementation progress through to completion
• Ongoing Service Support
• Assist with annual review preparation
• Update client information ahead of review meetings
• Prepare reports and documentation as directed
• Maintain client service calendars and review schedules

Requirements

Required Skills and Qualifications:

• Previous experience in an administrative or virtual assistant role
• Strong organisational skills and ability to follow structured workflows
• Excellent attention to detail
• Clear and professional English communication skills (written and verbal)
• Confident hosting Zoom meetings with clients
• Ability to manage multiple tasks and meet deadlines
• Strong data entry accuracy
• High level of discretion and confidentiality

Nice-to-Have:

• Experience in financial services, financial planning, or insurance
• Experience using a CRM system
• Familiarity with Australian financial services environment

Personal Attributes

• Reliable and self-motivated
• Comfortable working independently
• Process-oriented and systematic
• Professional and client-focused
• Calm and organised under pressure
• Willing to learn and take feedback

Training & Support

• Full training provided on:
• CRM system
• Internal workflows
• Data collection meeting structure
• Advice implementation processes

You will work closely with the adviser and follow clearly documented systems and procedures.

Performance Expectations:

Success in this role will be measured by:

• Accuracy of CRM data and documentation
• Timely completion of workflows
• Smooth onboarding and implementation experience for clients
• Professional handling of client data collection meetings
• Proactive communication and task management

Work Arrangement & Expectations:

This is a remote role that will be set up as an independent contractor engagement.

To ensure alignment and transparency, successful candidates will be expected to:

• Disclose any existing ongoing roles or client work
• Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)