Client Services Officer

Client Services Officer – Financial Planning

Full-Time | Southport, Gold Coast | Hybrid – Work From Home Thursday & Friday

About OakView Financial

OakView Financial is an award-winning financial advice firm based in Southport on the Gold Coast.

We believe great financial advice starts with trust, transparency and genuinely putting the client first. Our team takes the time to ensure our clients understand their advice, the strategies being recommended and how we can support them throughout their journey toward financial security.

We provide holistic financial advice across areas including superannuation, wealth accumulation, personal insurance, retirement and pension strategies.

Our vision is to become the most trusted household name in financial planning throughout Australia, and we work toward that vision every day by living our Core Values:

• Honesty

• Integrity

• Reliability

• Trustworthiness

• Consistency

• Exceed Expectations

About the Role

We are looking for a motivated and highly organised Client Services Officer to join our growing team in Southport.

This is a full-time hybrid role, with our team working from home on Thursdays and Fridays once you are established in the role and confident with our systems, processes and responsibilities.

This is an important client facing support role working closely with our Financial Advisers and broader advice team to ensure our clients receive an exceptional experience from review and advice preparation through to implementation and ongoing servicing.

You will be responsible for managing a variety of client administration, research, implementation and workflow activities while ensuring client records remain accurate, compliant and up to date.

We are a highly team and culture-focused business. We believe people perform at their best when they are supported to learn, develop and succeed. You will work alongside an experienced team who are committed to supporting one another and delivering an exceptional standard of service to our clients.

What You'll Be Doing

Annual Reviews & Client Servicing

• Preparing and auditing client files for Annual Reviews.

• Completing retained product and fund research as required.

• Scheduling client review appointments and adviser presentations.

• Preparing and processing documentation following Annual Reviews.

• Assisting with quarterly and bi-annual client catch-ups where required.

• Completing lost super research and other research required to support advice.

• Completing client pre-assessments and gathering required information.

• Maintaining regular communication with clients throughout the advice and implementation process.

Advice Preparation & Implementation

• Assisting with the preparation and implementation of financial advice.

• Preparing application forms, platform documentation, insurance paperwork and other advice documents.

• Opening new superannuation, pension and personal investment accounts.

• Processing changes of servicing adviser where required.

• Tracking rollovers and ensuring funds are received and correctly implemented.

• Following up and resolving rollover rejections.

• Assisting clients with the implementation of contribution strategies.

• Completing research on retained superannuation funds and ensuring appropriate authorities are maintained.

• Liaising with our Insurance Team regarding the implementation of insurance recommendations.

• Ensuring clients receive regular updates until their advice implementation has been completed.

Workflow & Administration

• Monitoring adviser calendars and ensuring required preparation is completed before client appointments.

• Communicating with clients regarding appointments, delays or rescheduling where required.

• Responding to client correspondence and ensuring actions are completed promptly.

• Assisting with reception calls when required.

• Preparing meeting rooms and documentation for face-to-face client appointments.

• Prioritising workflow effectively to meet deadlines while maintaining a high standard of accuracy.

Compliance & File Management

• Maintaining accurate and complete client records.

• Keeping our internal CRM, Odoo, up to date across client contact, advice servicing and implementation workflows.

• Ensuring file notes and correspondence are appropriately recorded.

• Maintaining organised electronic client files.

• Following up and implementing outstanding client requirements, including beneficiary nominations.

• Completing general administrative tasks as required.

About You

We are looking for someone who is:

• Highly organised with excellent time-management skills.

• Detail-focused and committed to producing accurate work.

• Self-motivated and comfortable managing competing priorities.

• Confident working autonomously while also being part of a collaborative team.

• An excellent written and verbal communicator.

• Comfortable communicating directly with clients, advisers, superannuation funds and product providers.

• Proactive and willing to follow issues through to completion.

• Comfortable working within structured processes, compliance requirements and deadlines.

• Confident using Microsoft Office and learning new systems.

Previous experience in a Client Services, Adviser Support or Administration role within a financial planning practice is highly desirable, as is experience using financial planning or CRM software.

Why Join OakView?

At OakView, our people are an important part of what makes our business successful.

We are committed to creating an environment where our team members are supported, trusted and given opportunities to develop.

If you are looking for a role where you can build your financial planning experience, take ownership of your work and become an important part of a growing advice business, we would love to hear from you.

Apply now and tell us why you would be a great addition to the OakView Financial team.