Office Manager, Underwriting and Client Satisfaction

Office Manager, Underwriting and Client Satisfaction

About the Opportunity

At Trevor Frances Recruitment, we specialize in connecting exceptional talent with market-leading firms. We are thrilled to partner with a high-performing, people-first financial advisory practice within the investment and insurance industry to find their next Office Manager, Underwriting and Client Satisfaction.

Our client has built a close-knit, dynamic team culture grounded in trust, empathy, professionalism, and an unwavering commitment to premium client care. If you are a proactive, tech-savvy administrative professional who thrives in a fast-paced environment, loves bringing calm and clarity to busy days, and genuinely cares about delivering an exceptional client experience, we want to hear from you.

Position Overview

In this hybrid role, you will act as the operational backbone of the practice. You will serve as the strategic gatekeeper to the firm's Principal while simultaneously managing insurance underwriting pipelines and client workflows. You are the hub that keeps the days running smoothly, ensuring the advisory team is protected, organized, and positioned to focus entirely on high-value client work.

Key Responsibilities

Direct Support to the Principal

• Calendar Management: Proactively manage and optimize a complex executive calendar, protecting focus time, preventing conflicts, and ensuring meetings are properly sequenced.

• Scheduling & Coordination: Manage all internal and external meetings, client reviews, vendor calls, corporate events, and travel arrangements.

• Email & Communication Triage: Monitor inboxes, flag urgent priorities, draft professional responses, filter noise, and ensure no communication falls through the cracks.

• Meeting Preparation: Prepare detailed agendas, briefing notes, client files, summaries, and action lists so the Principal arrives informed and ready.

• Follow-Up & Execution: Track commitments made by the Principal during meetings, ensuring next steps are actioned and deadlines are respected.

• Gatekeeping & Triage: Protect the Principal’s time through thoughtful daily decision-making, clear communication, and excellent executive judgment.

Client & Advisor Support

• Provide daily high-touch administrative support to the advisory team, ensuring top-priority client needs are met seamlessly.

• Prepare comprehensive agendas, client meeting packages, professional correspondence, and documentation.

• Maintain highly compliant client files and CRM records adhering strictly to MFDA and FSCO standards.

• Build strong, proactive relationships with high-net-worth clients, delivering an exceptional service experience.

Insurance & Underwriting Coordination

• Prepare, review, and process insurance applications, including directly ordering paramedicals.

• Liaise directly with clients, insurance carriers, and underwriters to ensure timely submission of requirements.

• Track pending applications through the underwriting lifecycle and aggressively follow up to accelerate policy issue times.

• Manage existing insurance contract payments, premium schedules, and policy updates.

• Assist the advisory team with generating accurate quotes and running complex insurance illustrations.

Operations & Workflow Management

• Implement, document, and refine administrative processes to continuously improve office efficiency.

• Maintain secure databases, track team licenses/CE credits, and update active carrier contracts.

• Provide basic accounting support, including coordinating expenses, preparing cheques, and assisting with team billing.

• Manage office supplies, digital filing, secure document management, and confidential correspondence.

What Makes You a Great Fit

• Experience: Minimum of 2 years of experience in a specialized administrative, executive assistant, or client service coordinator role (ideally within financial services, wealth management, or life insurance brokerage environments).

• Organized & Detail-Oriented: A proven ability to juggle multiple competing priorities with ease and absolute accuracy.

• Tech-Savvy: Strong proficiency with Microsoft Office suite, email triage systems, and modern CRM platforms. Comfort adapting to new proprietary software is a must.

• Proactive Mindset: You naturally anticipate executive needs, solve problems early, and stay two steps ahead of a busy schedule.

• Communication Skills: Highly polished verbal and written communication skills with a professional demeanor suitable for high-net-worth client interaction.

• Adaptable: Comfortable working independently, navigating tight carrier timelines, and adjusting smoothly to changing operational priorities.

Bonus Points For:

• Direct experience with Cloven or other financial industry CRMs.

• Strong familiarity with the Canadian wealth management or life insurance industry (including knowledge of carrier portals, WinFlex, or LifeGuide).

• Basic bookkeeping or accounting knowledge.

Our Commitment to Diversity

Trevor Frances Recruitment and our client are equal opportunity employers. We celebrate diversity and are committed to creating an inclusive, accessible environment for all employees. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability status, or any other characteristic protected by law. Accommodation is available upon request for candidates taking part in all aspects of the selection process.