CRM & Follow-Up Specialist (Wealthbox) - Financial Advisory Firm

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: TYPE OF WORK

Part Time

: SALARY

$600/month

: HOURS PER WEEK

20

: DATE UPDATED

Sep 24, 2026

JOB OVERVIEW

Please start your application with the words "Wealthbox Ready" so we know you read the full post. Applications without it will not be reviewed.

ABOUT US

Klyman Financial is a growing US-based financial advisory and life insurance practice. We help families and business owners with investment management, retirement planning, and life insurance. Our business grows through client referrals, professional partners, webinars, and social media, which means every lead and every follow-up matters.

We are moving our client and prospect management into Wealthbox, a CRM built specifically for financial advisors, and we are looking for one dedicated person to own it from day one.

THE ROLE

This is not a data entry job. We need someone who takes ownership of our CRM and our follow-up process, and who is comfortable holding a small, busy team accountable.

Right now, good prospects slip through the cracks after meetings, no-shows, and "let's reconnect next month" conversations. Your job is to make sure that stops happening.

WHAT YOU WILL DO

Set up and run Wealthbox
- Design a full system for our CRM
- Configure Wealthbox and recreate the workflows we currently use in GoHighLevel (pipelines, stages, tasks, tags, lead sources)
- Keep records clean, complete, and up to date
- Work with our GoHighLevel contractor to connect our webinar and lead systems

Own the follow-up process
- Build a repeatable follow-up system so no prospect is forgotten after a meeting, no-show, or postponed decision
- Create a daily list of who needs to be contacted, when, and by whom
- Set up different follow-up timing and messaging based on each lead's situation, not one generic message for everyone
- Until Wealthbox is fully live, run an interim follow-up tracker in Trello or similar with dates and notes

Recover past opportunities
- Organize and help review roughly 2,000 past leads with our leadership team
- Sort them by fit and priority, and place the right people into follow-up or email drip sequences
- Close out low-fit or inactive records so the pipeline stays focused

Keep the team accountable
- Check in with team members to confirm assigned follow-ups and tasks were actually completed
- Prepare for and help run a recurring CRM review meeting, reporting what is outstanding and what is done
- Track where leads come from (ads, webinar, newsletter, referrals) through to booked meetings and new clients

WHAT WE ARE LOOKING FOR

Must have:
- 2+ years of hands-on CRM experience (Wealthbox, GoHighLevel, HubSpot, Zoho, Salesforce, or similar)
- Experience building pipelines, task automations, and email follow-up sequences, not just entering data
- Proactive and organized. You notice when something is falling behind and you follow up without being asked
- Comfortable politely following up with US-based team members, including senior staff
- Excellent written English
- Strong attention to detail and a high standard for confidentiality
- Reliable internet and a quiet place to work
- Able to overlap at least 4 hours per day with US Eastern Time business hours

Nice to have:
- Wealthbox experience specifically
- Experience in financial services, insurance, or another regulated industry
- Familiarity with Zapier, Calendly, Zoom, or Trello
- Experience cleaning up and organizing a large, messy contact database

WHY THIS ROLE IS DIFFERENT

You will be the person who owns this system, not someone waiting for instructions. If you like bringing order to chaos, seeing clear results from your work, and being a trusted part of a small team that is growing fast, this is a great fit. There is real room to grow as the firm expands.

HOW TO APPLY

Please send:

1. Your resume
2. A short description of a CRM you set up or cleaned up, and what changed because of your work
3. A 2 to 3 minute Loom video introducing yourself and walking us through a CRM workflow or follow-up system you have built (screen share is great)
4. Your answers to these two questions:
- A prospect booked a meeting, did not show up, and has not replied to one follow-up email. What do you do next, and how do you make sure it happens?
- A team member has not completed a follow-up task that is overdue by 3 days. How do you handle it?

Remember to start your application with "Wealthbox Ready."

SKILL REQUIREMENT

CRM Zoho CRM Project Management

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CRM & Follow-Up Specialist (Wealthbox) - Financial Advisory Firm

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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