Client Experience & Operations Coordinator

Job summary

Serve as the primary client contact for scheduling, communication, and follow-up, while managing the client experience between meetings. Coordinate meeting preparation and recaps, onboarding and paperwork, checklists, process improvements, and accurate CRM records.

Job details

About Align Wealth Align Wealth is an independent financial planning and investment management firm based in Western Canada, working with clients across the country. Most of our clients are chiropractors and other incorporated professionals, and we work with them through an ongoing planning relationship, not one-off transactions. The firm is led by partners Scott Campbell and Chris Scheele. We act as the captain of our clients’ financial team, working directly with their accountant, lawyer and bookkeeper so nothing gets missed. We built Align Wealth as an alternative to an industry that’s often about sales, and how we treat clients matters to us as much as the advice we give them. Many of our clients first meet us through The Chiro Money Show, our podcast for chiropractors. Give an episode a listen before you apply. It’s the best way to hear how we talk with clients. About the Role You’ll anchor our client experience: the person clients hear from between meetings, and the one who makes sure every meeting is prepared for and every follow-up gets done. As the firm grows, so can this role. It’s a client-facing role first and an administrative role second. We can teach the financial services side. We can’t teach warmth, judgment and follow-through. You’ll work most closely with Chris, who leads client relationships and financial planning, and you’ll be our clients’ main point of contact for scheduling, communication and meeting prep. Scott leads the business side of the firm: operations and growth. This role doesn’t give financial advice, and there’s no selling. No licence is required. A Typical Week Calls, emails and video meetings with clients: answering questions, booking meetings, checking in Preparing for upcoming client meetings and sending recaps from the last ones Moving new clients through onboarding: account-opening forms, collecting documents, keeping them posted on what’s next Following up on the paperwork that keeps plans moving: tax slips, statements, signatures, insurance applications Keeping our CRM current and our checklists on track We work with about 50 client households, so you’ll get to know people by name. What You’ll Do Client Communication & Experience Be a steady, familiar point of contact for clients by phone, email and video Get to know clients over time, not just their files Make sure every client feels looked after between meetings, not just during them Meetings, Start to Finish Manage Chris’s calendar and book client meetings Prepare agendas and materials ahead of every client meeting Pull key numbers from statements and tax documents so every meeting starts prepared Send timely recaps and follow each action item through to done Operations & Process Run client onboarding and our day-to-day checklists Keep our playbooks current as the way we work changes Spot where a process is clunky and help us fix it. You’ll have real input into how we work. CRM Keep client records accurate and current Flag gaps or opportunities you notice in the data Our tools: Google Workspace (Gmail, Calendar, Meet, Drive, Docs and Sheets), Pipedrive and Claude. What We’re Looking For A warm, personable communicator, someone clients genuinely enjoy talking to Highly organized and detail-oriented Self-directed: you follow through without being asked twice Quick to learn new tools (we’ll train you on our CRM and processes) Already uses AI tools to work faster and better (we use Claude), with good judgment about what still needs a human touch Based in Western Canada: we work Mountain Time hours and get together in person from time to time Available 9:00 a.m. to 4:30 p.m. Mountain Time (8:00 a.m. to 3:30 p.m. Pacific) No financial services experience required; we hire for fit and capability first Nice to Have Comfortable working in Google Workspace Experience in an administrative, executive assistant or client service role, in any industry Familiarity with a CRM such as Pipedrive An interest in financial planning or the advisory world Compensation & Hours $34–$40 CAD / hour depending on experience — approximately $53,000–$62,000 / year at 30 hrs/week Permanent part-time employee: 30 hours per week over 4 days, 9:00 a.m. to 4:30 p.m. Mountain Time; we’ll set your days together $1,500 per year health spending account to start, once you complete probation 3 weeks’ paid vacation plus statutory holidays to start, negotiable after your first year Fully remote, with required technology provided 3-month probationary period Offer conditional on a satisfactory background check Start date: Monday, January 4, 2027 Get to Know You Instead of a cover letter, the application form asks you to answer these four questions. A few sentences each is plenty. What would a close friend or colleague say about you that your resume never could? What’s something you’ve taught yourself recently, just because you wanted to? Tell us about a time you kept something running smoothly behind the scenes so someone else could shine. Which Chiro Money Show episode stood out to you, and why does this role feel like a fit? (optional) How to Apply If this sounds like you, we’d love to hear from you. Apply at my.alignwealth.ca/apply by Friday, November 6, 2026. What happens next We review applications A 30-minute video call with Chris & Scott (November 16-20) Round 2 interviews if required Offer by early December We welcome applicants of all backgrounds. If you need an accommodation at any stage of the process, just let us know. Chris & Scott

What you’ll do

Serve as the primary client contact for scheduling, communication, and follow-up, while managing the client experience between meetings. Coordinate meeting preparation and recaps, onboarding and paperwork, checklists, process improvements, and accurate CRM records.

Requirements

The role calls for a warm, personable communicator who is highly organized, detail-oriented, self-directed, and comfortable learning new tools and using AI with good judgment. Applicants must be based in Western Canada and available during the stated Mountain Time hours; financial services experience is not required.

Benefits

• Health Spending Account
• Paid Vacation
• Statutory Holidays
• Remote Work
• Company-Provided Technology

Listed skills

• Client Onboarding · Preferred
• Organization · Preferred
• Google Workspace · Preferred
• CRM Management · Preferred
• Attention to detail · Preferred
• Claude · Preferred
• Client Relationship Management · Preferred
• Process Improvement · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Client Communication
• Client Relationship Management
• Organization
• Attention to Detail
• Follow-Through
• Calendar Management
• Meeting Preparation
• Client Onboarding
• Document Collection
• Process Improvement
• CRM Management
• Google Workspace
• Pipedrive
• Claude
• AI Tools
• Financial Planning Support

Job areas

• Customer Service & Support
• Administrative
• Finance & Accounting