Part-Time Client Service & Insurance Case Coordinator

Job summary

Track life insurance applications and outstanding requirements, coordinating with clients, insurers, and underwriting teams. Organize financial planning documents, prepare draft annual review materials, and maintain client records, appointments, and follow-up tasks in HubSpot.

Job details

We’re Hiring: Part-Time Client Service & Insurance Case Coordinator Swell Private Wealth | Remote | Flexible Hours | Approximately 15 Hours per Week Are you organized, detail-oriented and good at keeping things moving? Do you enjoy helping clients and making sure important details do not get missed? Swell Private Wealth is looking for a part-time Client Service & Insurance Case Coordinator to support our life insurance, financial planning and ongoing client service work. Working directly with Steve Meldrum, you will help move insurance applications forward, coordinate financial planning documents and prepare information for annual client reviews. We’re looking for someone who takes ownership of follow-up and enjoys bringing order to multiple active files. What you’ll do Keep insurance cases moving: Track applications, follow up on outstanding requirements and coordinate with clients, insurers and underwriting teams. Organize financial planning files: Manage document checklists, request missing information and coordinate with our financial planning consultant. Prepare annual review materials: Gather investment and insurance information and prepare draft client summaries using established templates. Keep our systems current: Update HubSpot, organize client documents and track appointments, next steps and follow-up tasks. What you bring Experience in Canadian life insurance administration or case management is strongly preferred. Financial planning or investment administration experience would also be an asset. You are dependable, comfortable communicating with clients and confident managing several files without losing track of the details. You work well independently, follow through consistently and know when to ask questions. You are comfortable with Microsoft Office and learning new systems. Familiarity with HubSpot is helpful, but not essential. You also understand the importance of confidentiality when working with sensitive client information. The details Hours: Approximately three hours per weekday, or 15 hours per week. Location: Remote, with a private workspace and reliable internet connection. Flexibility: Scheduling is flexible, with some agreed availability during Alberta business hours. Compensation: $22–$27 per hour, depending on relevant experience. This is a client service and administrative coordination role—not a sales position. Advice and recommendations remain with the advisor and planning professionals. How to apply Please send your résumé and a brief 1-minute video introduction to steve@swellwealth.com. Tell us about your relevant insurance or financial-services experience, your usual weekday availability and why a flexible, part-time role would be a good fit.

What you’ll do

Track life insurance applications and outstanding requirements, coordinating with clients, insurers, and underwriting teams. Organize financial planning documents, prepare draft annual review materials, and maintain client records, appointments, and follow-up tasks in HubSpot.

Requirements

Canadian life insurance administration or case management experience is strongly preferred, while financial planning or investment administration experience is an asset. The candidate should be dependable, detail-oriented, comfortable communicating with clients and managing multiple files independently, proficient with Microsoft Office, willing to learn new systems, and careful with confidential information.

Listed skills

• Customer service · Preferred
• Microsoft Office · Preferred
• Attention to detail · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Insurance Case Management
• Life Insurance Administration
• Client Service
• Financial Planning Administration
• Document Coordination
• Application Tracking
• Client Communication
• Follow-Up
• File Management
• Annual Review Preparation
• HubSpot
• Microsoft Office
• Confidentiality
• Appointment Coordination
• Attention to Detail

Job areas

• Customer Service & Support
• Administrative
• Finance & Accounting