Administration Manager

Location: La Lucia

The ideal candidate will bring strong leadership capabilities, deep knowledge of financial services operations, and a proactive approach to process improvement.

Key Responsibilities:

• Lead and support the Administration Team, ensuring high performance across all admin functions.
• Oversee and manage day-to-day administrative operations within the business.
• Evaluate and improve current admin processes and workflows for efficiency.
• Coordinate workflows between key departments (e.g., Paraplanning and New Business).
• Manage workload distribution within the team to ensure deadlines are met.
• Provide ongoing training, development, and performance support to team members.
• Coach and mentor team members to build a high-performing, engaged team.
• Handle and resolve internal staff queries and client-related administrative issues.
• Conduct weekly reporting meetings with senior management.
• Authorise leave and manage hybrid work arrangements for team members.
• Ensure the team is well-informed and compliant with company policies and procedures.
• Maintain up-to-date knowledge of product provider policies and processes.
• Identify and resolve problem areas within the team or admin function and implement long-term solutions.
• Promote effective communication and teamwork across all admin-related roles.
• Participate in the onboarding and training of new administrative staff.

Key Performance Indicators:

• Effective leadership and team motivation.
• Up-to-date knowledge and implementation of financial product provider procedures.
• Timely and accurate completion of all team tasks.
• Excellent client service and satisfaction levels.
• Strong internal and external stakeholder relationships.

Reporting Relationships:

• Financial Planners
• Company Directors
• Paraplanners and Admin Team Members
• Clients
• Product Providers
• Senior Management

Qualifications and Experience:

• Extensive experience in an administration management role, preferably within financial services.
• Strong working knowledge of financial planning processes and client servicing.
• Proven ability to lead and motivate teams.
• Experience with Xplan and knowledge of product provider platforms and policies.

Skills and Competencies:

• High attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Strong organisational and time management abilities.
• Confident decision-making and conflict resolution skills.
• Proactive approach to problem-solving.
• Ability to work independently and within a team environment.
• Skilled in building trusted relationships internally and externally.
• Resilient, adaptable, and capable of handling pressure.
• Clear, structured thinker with a client-focused mindset.