About the Role:

We are looking for an experienced and highly organised Client Workflow & Delegation Specialist to oversee and coordinate a growing client base for a professional services business.

This role is suited to someone who can see the bigger picture across a large portfolio of clients, anticipate what needs to happen next, and ensure the right people and actions are coordinated well in advance.

Rather than working purely task-by-task, you will be responsible for maintaining visibility across the client base, proactively planning upcoming reviews and appointments, coordinating and delegating actions, and following through to ensure nothing falls through the cracks.

The ideal candidate is highly organised, proactive, confident in communication, and comfortable managing a large volume of clients and competing priorities independently.

Schedule:

• Monday to Friday, 8:00 am to 6:00 pm (with flexibility during the client business hours), Australian Eastern Time, 40 hours per week

Key Responsibilities:

• Client Base Oversight

• Oversee and coordinate a large and growing client base, potentially supporting 100+ clients
• Maintain a clear view of each client's upcoming reviews, appointments, requirements, and outstanding actions
• Proactively identify what needs to happen across the client base rather than waiting for individual tasks to be assigned
• Monitor client activity and ensure important requirements are addressed within appropriate timeframes
• Keep client information, records, and relevant details accurate and up to date

• Proactive Client Management

• Plan and pre-book quarterly and annual client reviews well in advance
• Contact clients ahead of scheduled reviews, appointments, and other important milestones
• Monitor upcoming requirements months in advance and ensure appropriate actions are initiated
• Coordinate client communications, appointments, follow-ups, and administrative requirements
• Maintain consistent and professional communication with clients
• Ensure clients receive timely follow-ups and that commitments are actioned

• Coordination & Delegation

• Coordinate and delegate tasks to relevant team members and stakeholders
• Maintain visibility over delegated tasks and ensure they progress to completion
• Follow up with stakeholders when actions are outstanding
• Hold relevant team members accountable for agreed actions and deadlines
• Identify potential delays or gaps before they become client issues
• Escalate matters appropriately when additional attention is required

• Organisation & Workflow Management

• Manage multiple priorities across a large client portfolio
• Maintain oversight of deadlines, appointments, reviews, and outstanding actions
• Maintain effective systems for tracking client activities
• Anticipate upcoming workload and proactively organise resources and actions
• Help ensure the overall client management workflow remains structured and efficient
• Work independently while maintaining clear communication with the wider team

Requirements:

• Proven experience in client management, account management, customer success, operations, coordination, administration, or a similar role
• Demonstrated ability to manage a large client portfolio or high volume of accounts
• Strong experience coordinating multiple activities, deadlines, and stakeholders
• Excellent organisational and time-management skills
• Exceptional attention to detail
• Strong written and verbal English communication skills
• Ability to think ahead and proactively identify upcoming requirements
• Comfortable delegating, coordinating, and following up with others
• Strong accountability and follow-through
• Ability to work independently with minimal supervision
• Comfortable operating in a fast-paced and changing environment
• Strong computer and administrative skills
• Experience with CRM, client-management, scheduling, workflow, or task-management systems is highly desirable

Financial Services Experience:

Financial services or financial planning experience is an advantage but not essential.

We are particularly interested in candidates who have demonstrated experience managing a substantial client portfolio and coordinating client activities, even if they do not have extensive technical financial planning knowledge.

What We’re Looking For:

The ideal candidate is someone who:

• Can comfortably oversee 100+ clients and maintain visibility across the entire portfolio
• Thinks several steps ahead rather than waiting for instructions
• Naturally anticipates upcoming reviews, appointments, deadlines, and client requirements
• Can distinguish between urgent, upcoming, and longer-term priorities
• Is comfortable delegating and coordinating work across a team
• Will proactively follow up when something has not been completed
• Can hold stakeholders accountable while maintaining professional relationships
• Has strong attention to detail without losing sight of the bigger picture
• Is confident communicating with clients and internal stakeholders
• Can work independently without requiring extensive training
• Thrives in a fast-paced, high-volume environment
• Takes ownership of the overall client experience and workflow

Why Join?

• Full-time opportunity supporting an established international business
• Work closely with a growing client portfolio
• Opportunity to develop further expertise in client management and professional services
• Take ownership of client coordination and workflow management
• Work in a dynamic and fast-paced environment where proactive thinking is valued

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note:

Please click the Apply Now button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.