Follow-Up & Client Records Coordinator - US Financial Advisory Firm

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: TYPE OF WORK

Full Time

: SALARY

$1200/Month

: HOURS PER WEEK

40

: DATE UPDATED

Oct 7, 2026

JOB OVERVIEW

Before anything else, please answer these two questions in your application. Start your application with the words "Nothing Slips" so we know you read this post.

Question 1: A prospect booked a meeting with us, didn't show up, and hasn't replied to one follow-up email. What do you do next, and how do you make sure it actually happens?

Question 2: One of our team members hasn't completed a follow-up task that's overdue by 3 days. How do you handle it? Write out the exact message you would send them.

Applications without both answers will not be reviewed.

THE HONEST VERSION OF THIS JOB

Part of this role is politely telling the owner of our firm that he hasn't done something he said he would do. Then following up again two days later if it still isn't done.

If that sounds stressful, this isn't the right role for you. If it sounds satisfying, keep reading.

ABOUT US

Klyman Financial is a US-based financial advisory and life insurance practice. We help families and business owners with investment management, retirement planning, and life insurance.

We are a small, busy team, and we are growing faster than our follow-up process can keep up with. Good prospects book meetings, don't show, say "let's reconnect next month," and then quietly disappear because nobody remembered. That is costing us real money, and it is the problem you would be hired to solve.

WHAT YOU WOULD ACTUALLY DO ALL DAY

Make sure nobody is forgotten
- Every prospect and client has a status, a next action, an owner, and a follow-up date. No exceptions.
- When someone says "call me next month," that becomes a dated task immediately, not a note in somebody's memory.
- You produce a daily list of who needs to be contacted today, and by whom.

Chase our team until things are done
- Check that assigned follow-ups were actually completed, not just assigned.
- Send polite, specific reminders when they weren't. Follow up again when the reminder is ignored.
- Run a weekly review meeting where you report what is outstanding and confirm completion with each person.
- Notice patterns. If the same task type is always late, tell us why and help us fix it.

Clean up the backlog
- We have roughly 2,000 past leads from the last year sitting in our system, mostly unsorted.
- You will work through them with our leadership team: who is worth contacting, who goes into a nurture sequence, who should be closed out.
- Keep the records accurate and complete as you go.

Keep the system honest
- Track where each lead came from (ads, webinar, newsletter, referral) through to booked meetings and new clients.
- Maintain a simple interim tracker in Trello or similar while we finish setting up our new CRM.
- Keep confidential client information handled carefully and professionally.

WHO WE ARE LOOKING FOR

Must have:
- 2+ years in operations, client coordination, account management, executive assistance, appointment setting, or a similar role where following up with people was a core part of your day
- Experience working inside a CRM every day (any CRM: HubSpot, GoHighLevel, Zoho, Salesforce, Follow Up Boss, Monday, or similar)
- Comfortable, polite persistence with people more senior than you, including business owners
- Excellent written English. You will be writing messages that clients and our team read.
- Very organized, with a high standard for accurate records and 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, but genuinely not required:
- Experience cleaning up a large, messy contact database
- Background in financial services, insurance, healthcare, legal, or another field where accurate records really matter
- Familiarity with Trello, Calendly, Zoom, or Zapier
- Experience building follow-up sequences or automations

Please note: this is not primarily a technical or automation role. If your main skill is building workflows and automations, this probably is not the right fit, and we would rather tell you that now than waste your time.

WHY THIS ROLE IS WORTH YOUR TIME

You would be the person who owns this, not someone waiting to be told what to do. Our team is small enough that your work is visible immediately, and we are growing fast enough that this role will grow with us. We are looking for someone long term.

HOW TO APPLY

1. Start with "Nothing Slips"
2. Your answers to the two questions at the top
3. Your resume
4. A short description of a time you had to follow up with someone repeatedly to get something done, and how it turned out
5. A 90-second video (Loom, Google Drive, or any link) telling us about that story in your own words. No screen share needed, we just want to hear how you talk.
6. Your monthly rate and the hours you can commit to

SKILL REQUIREMENT

Project Management Appointment Setting Quality Assurance

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Follow-Up & Client Records Coordinator - US 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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