About the role
Be the first impression and the operations hub for our advisors. Deliver best‑in‑class customer service to every client—greeting, phones, inbox, scheduling, meeting prep, and paperwork—while moving cases forward with fund companies, insurers, and banks. You work precisely to SOPs, under time pressure, with flawless documentation and CRM hygiene.
What you’ll do
Client experience & front desk
- Deliver the best customer experience to every client, every time across in‑person, phone, and video touchpoints.
- Triage inquiries and resolve or escalate quickly per SOPs; capture all touchpoints in CRM.
- Manage calendars, room bookings, confirmations, agendas/kits, and post‑meeting follow‑ups.
Advisor & case support
- Prepare and QC applications and e‑signature packages; collect IDs; submit complete, accurate files.
- Liaise with carriers/fund companies/banks to track new business, transfers, payouts, and outstanding requirements; clear blockers proactively.
- Maintain orderly digital/paper files and audit‑ready CRM logs.
Marketing & events
- Plan and execute client seminars/webinars/appreciation events end‑to‑end (objectives, run‑of‑show, guest list, RSVPs).
- Venue & vendor management: holds, quotes, terms, AV/photography/catering/printing/signage; manage budgets and timelines.
- Produce compliant collateral (agendas, handouts, email invites); coordinate post‑event follow‑ups and feedback tracking.
Operations & reporting
- Maintain trackers/dashboards; produce weekly/monthly pipeline, service, and production reports.
- Monitor SLAs, expiries, transfer statuses, and key dates; drive on‑time completion.
Compliance & privacy
- Follow SOPs for identification, record‑keeping, and escalation related to AML/ATF; support KYC updates as directed by the registrant.
- Protect personal information per policy and applicable privacy legislation.
What you bring — Must‑haves
- 2+ years of high‑volume, client‑facing admin (bank/wealth/insurance or similar).
- Fluent English, Mandarin and/or Cantonese;
- Polished written/verbal communication and professional phone etiquette.
- High pressure tolerance and strong time management
- Highly attention to details
- Independent problem‑solving with consistent follow‑through.
- Compliance mindset: follows SOPs precisely; maintains complete, current records; protects client privacy.
- Tech‑savvy with Microsoft 365 (Outlook/Excel/Word/Teams/SharePoint), CRM, and e‑signature tools (e.g., DocuSign/Adobe Sign).
- Valid driver’s licence and access to a reliable car for events/off‑site errands.
- Legally entitled to work in Canada; background check clearance.
Nice‑to‑haves
- Experience coordinating with fund companies/insurers/banks; familiarity with transfers and new‑business workflows.
- LLQP (or willingness to complete) and/or foundational securities education (CSC/CPH) for growth in a regulated environment.
- Prior experience supporting seminars/webinars or marketing communications.
How to apply
Apply with your resume on Indeed and include a short note on how you deliver “best-in-class” client service.
We thank all applicants. Due to high volume of applicants, only selected applicants will be contacted.
Job Types: Full-time, Permanent
Pay: $18.25-$25.00 per hour
Expected hours: 30.0 – 40.0 per week
Experience:
- customer service: 2 years (preferred)
- Financial services: 2 years (preferred)
Language:
- Mandarin (preferred)
- Cantonese (preferred)
Work Location: In person
