Job Description

Role

The Operations Coordinator will be responsible for coordinating all activities related to the workflow of financial cases, from opening to closing, ensuring that all aspects of the process are effectively managed and aligned.

Responsibilities

Appointment Management and Support to Financial Advisor:

? Coordinate and maintain the Financial Advisor's calendar.

? Confirm appointments with clients and ensure schedules are aligned to optimize time.

? Manage follow-up appointments, ensuring they take place on time and without issues.

? Support the financial advisor with any necessary tasks.

Case Management:

? Manage the full lifecycle of each financial case by ensuring all critical steps are completed on time: initiate the application process, schedule and confirm medical exams with the nurse, follow up on underwriting requirements, coordinate final documents post-approval, and schedule the delivery meeting with the client and Financial Advisor.

? Monitor deadlines and ensure timely task completion, keeping all stakeholders informed on case status and progress.

? Maintain accurate and updated case documentation, including detailed and timely case notes.

? Ensure billing accounts are current, and all invoices and payments are processed on schedule.

? Collaborate with clients to establish personalized payment plans that align with their financial needs.

? Ensure all cases are finalized within required time limits to support quarterly objectives, annual targets, and recognition programs.

Nurse and Client Coordination:

? Schedule client exams with nurses and ensure all appointments are confirmed in advance.

? Serve as the main point of contact between clients and nurses, ensuring all logistics and details are accurately coordinated.

Financial Plan Development (PX):

? Assist in the creation of detailed financial plans for clients, gathering necessary information and collaborating with the financial advisor to create plans.

Client Profile Creation and Maintenance:

? Create and update client profiles in the system, ensuring all relevant information is properly documented and accessible.

? Include detailed notes in client profiles for effective follow-up and informed decision-making.

? Perform data verification and resolve discrepancies as needed.

Results

Seamless Case Management:
All financial cases are managed from initiation to completion with accuracy, timeliness, and minimal delays.

Optimized Scheduling:
Advisor and client calendars are aligned, with zero missed or conflicting appointments.

Effective Coordination:
Nurses and clients are well-informed and fully prepared for all scheduled meetings and examinations.

Client Preparedness:
All financial plans and client profiles are complete, accurate, and ready prior to each scheduled client meeting.

Timely Submissions:
All cases are submitted on or before the required cut-off dates to meet internal and external deadlines.

System Integrity:
Client data and financial information are consistently maintained, up-to-date, and accurate in the system, ensuring audit readiness.

Advisor Productivity:
The Financial Advisor's time is maximized by minimizing administrative tasks and ensuring clients are well-prepared in advance.

Key Performance Indicators (KPIs)

Appointment Confirmation Rate:
100% of client appointments are confirmed 24-48 hours in advance.

Case Processing Timeliness:
95% of cases are moved forward within 24-48 hours of receiving all required information, with applications sent to clients and nurse appointments scheduled accordingly. All steps documented in the CRM.

Schedule Accuracy:
Fewer than 2% of scheduling conflicts or calendar errors per month.

Client Data Accuracy:
Maintain a 98% accuracy rate in client profiles and financial data entry, verified through periodic audits and advisor feedback.

Client & Advisor Satisfaction:
Achieve an average rating of 4.5 out of 5 or higher on internal satisfaction surveys related to coordination, communication, and preparedness.

Follow-Up Completion Rate:
100% of follow-up tasks are completed and properly documented within the expected timeframe.

Professional Responsibility:
Consistently meet attendance, punctuality, dress code, and office behavior standards, demonstrating professionalism and reliability in all interactions.

Qualifications

Education & Experience:

Associate or bachelor's degree in business administration, Finance, or related field preferred. 2+ years of experience in administrative coordination, case management, or client services, preferably in a financial, medical, or professional services environment.
Skills & Competencies:

Exceptional organizational and time management skills. Strong attention to detail and ability to manage multiple cases simultaneously. Excellent written and verbal communication in English and Spanish. Proficiency in CRM platforms and Microsoft Office (Excel, Word, Outlook). High level of professionalism and client-service orientation. Strong problem-solving and follow-through capabilities. Ability to handle confidential financial and personal information with discretion.
Preferred:

Experience working in a financial advisory or insurance firm. Familiarity with financial planning concepts or tools.
Compensation & Benefits:

Base Salary: $2,700/month Performance Bonus: Up to $500 quarterly, based on the number of in-force cases completed and individual KPI performance exceeding 75%. Paid Time Off (PTO): 7 days total per year (maximum of five consecutive days may be taken at a time) Personal Days: 3 days per year Observed Holiday Time Off
Work Modality:

First 90 Days: In-person After 90 Days: Hybrid schedule (combination of in-person and remote work)
Workplace Expectations:

Team members are expected to adhere to Elite's Financial Group professional dress code at all times. Attire should reflect a clean, polished, and professional image suitable for a healthcare environment. Specific guidelines will be provided during onboarding.

Job Type: Full-time

Pay: From $2,700.00 per month

Education:

Bachelor's (Required)
Language:

Spanish (Preferred)
Work Location: In person