Part-Time Administrative & Client Servicing Assistant

Job Summary

We are looking for a reliable, organised and proactive Part-Time Administrative & Client Servicing Assistant to support a Financial Consultant with day-to-day client servicing, administrative work, appointment coordination, events, marketing activities and business operations.

This is a varied role suited to someone who enjoys organising information, communicating with clients, following up on outstanding matters and ensuring that tasks are completed properly from start to finish.

You will work closely with the Financial Consultant and assist with both routine administrative duties and ongoing projects. The role requires good attention to detail, initiative and the ability to manage multiple tasks and deadlines independently.

Key Responsibilities

1. Client Servicing & Appointment Management

• Contact clients through phone, WhatsApp and email for appointment scheduling, reminders and follow-ups.
• Confirm, reschedule and track client appointments and maintain the consultant's calendar.
• Follow up with clients on outstanding forms, documents, payments and administrative matters.
• Assist with policy review appointment outreach and maintain records of previous and upcoming client meetings.
• Maintain client databases, contact information, birthdays, client categories, review dates and engagement history.
• Track client responses and ensure outstanding matters are followed through to completion.

2. Insurance, Policy & Claims Administration

• Provide administrative support for policy servicing, claims and general insurance matters.
• Follow up with relevant departments regarding claim status, policy documents and outstanding requirements.
• Assist clients in gathering required documents for claims and policy servicing.
• Maintain claims trackers and monitor ongoing cases until completion.
• Organise policy certificates, insurance documents, settlement letters and related records.
• Update internal insurance and commission tracking spreadsheets and maintain proper filing in Google Drive.
• Create and maintain reminders for policy renewals and outstanding client matters.

3. Database, Campaign & Reporting Support

• Maintain and update client listings, lead databases and internal spreadsheets.
• Perform data entry and update campaign information in internal systems.
• Track leads, appointments, client status, event attendance and other business activity.
• Assist with year-end and periodic reporting, including appointment statistics, client movements, claims status and campaign performance.
• Maintain organised and accurate digital records.

4. Administrative & Operational Support

• Manage documents, filing, Google Drive folders, emails and digital records.
• Assist with timesheets, payslips, petty cash, receipts, invoices and basic expense tracking.
• Organise office and operational materials when required.
• Maintain Trello task lists, reminders and recurring monthly tasks.

5. SOP & Process Management

• Create, document and update Standard Operating Procedures (SOPs) for recurring administrative and client-servicing processes.
• Improve filing, tracking and follow-up workflows.
• Create templates, checklists and step-by-step instructions so recurring tasks can be completed consistently.
• Identify outstanding matters and proactively follow up until they are resolved.

Requirements

• Good written and verbal communication skills (English and Chinese)
• Comfortable speaking with clients
• Strong attention to detail
• Organised, responsible and able to manage multiple tasks at the same time.
• Able to follow instructions while also working independently and taking initiative.
• Comfortable using Microsoft Office and/or Google Workspace, especially Google Sheets, Docs and Drive.
• Comfortable learning systems such as Trello and industry-specific administrative platforms.
• Able to perform basic spreadsheet tracking and data organisation.

Working Arrangement

• Part-time
• Minimum 3 days per week, 3–4 hours per working day
• Flexible schedule

Pay: $12.00 - $14.00 per hour

Expected hours: 9.0 – 35.0 per week

Work Location: In person