Client Onboarding Coordinator

About the role

The Client Onboarding Coordinator owns every new client's journey, from the end of their first meeting with an adviser to the day they sign their Statement of Advice. You will be the central point of contact managing client onboarding workflows, coordinating internal teams, and ensuring smooth progression through the financial planning process.

Key responsibilities

• Own each new client deal in HubSpot, keeping it moving or logging why it isn't
• Check what AI tools flag as missing against the actual file, then build one accurate list per client
• Pick up every first meeting by the next business day with a clear "what happens next" email to the client
• Be the client's main contact for outstanding items by email, SMS and phone
• Coordinate the team, assign tasks and follow up when things stall, including with advisers
• Book SOA presentations, annual reviews and check-ins
• Hand each signed client over to implementation with a clean checklist
• Send a short end-of-day update on what moved and what's stuck

About you

• 2+ years in client services or administration at a financial advice firm, super fund or platform
• Working knowledge of fact finds, TPAs, super funds and SOAs
• Closes loops without being asked and stays calm with many moving parts
• Confident following up with anyone, including senior advisers
• Warm, patient phone manner with clients aged 50+
• Comfortable in a CRM (HubSpot a plus) and with AI tools, and checks their output

About us

Wealthlab is a 100% online financial planning firm helping Australians aged 50+ with super, retirement, SMSFs, pensions and insurance. Established 2014, and home of the Wealthlab Podcast.