Sales & Account Management Support

Role: Sales & Account Management Support

Contract: Full-time Remote Contractor (40 hours weekly / 160 hours monthly)

Business Hours: Monday through Friday, 9 AM to 5 PM EST

Rate: $1,300 - $1,400 USD monthly / $15,600 - $16,800 USD annually

Availability to Start: Immediately

Client's Profile

This is an established US-based retirement services company that specializes in helping businesses design and manage retirement plans. The company works closely with financial advisors and clients to provide retirement plan solutions, with a strong focus on plan design, administration, and client service.

What You'll Do

As the Sales & Account Management Support Specialist, you will support the client's sales operations by facilitating client onboarding, coordinating with recordkeepers, and managing CRM pipeline activities. You will be responsible for gathering client census data, drafting initial startup documents for executive review, and managing proactive email follow-ups with recordkeepers and clients. You will also serve as a key liaison across the core retirement components, including the Advisor, Third-Party Administrator, Recordkeeper, and Investments, helping ensure efficient migrations, accurate client recordkeeping, and exceptional customer service during high-volume periods such as tax season. Your core responsibilities will include the following:

CRM Pipeline Optimization & Sales Support (40%)

• Learn, manage, and maximize company CRMs (Pipeline CRM & FT William CRM) to track prospective leads and client onboarding workflows.
• Organize client records, maintain updated contact pipelines, and manage task tracking for sales operations.
• Assist in preparing initial startup documents and plan designs for executive review and approval.

Recordkeeper Migrations & Client Onboarding (30%)

• Lead the onboarding document creation process from start to finish, driving initial steps, gathering essential plan parameters, and organizing kickoff packages.
• Execute persistent email outreach and follow-ups with recordkeepers to facilitate seamless migrations and plan setups.
• Guide clients through onboarding action items, service agreements, and project timelines to ensure smooth transitions across all four key components (Advisor, TPA, Recordkeeper, Investments).
• Keep clients informed and educated on migration milestones, system adjustments, and implementation progress.

Client Service & Tax Season Administration (20%)

• Manage day-to-day client email inquiries regarding payments, plan status, and routine administrative requests.
• Support annual plan administration during tax season by collecting, uploading, and organizing client census information and compliance data in FT William Software.
• Serve as a reliable administrative backup for executive leadership across all client-facing email channels.

Team Coordination & Process Documentation (10%)

• Attend operational check-ins, document meeting notes, and track assigned action items.
• Maintain clear administrative documentation to keep all client accounts aligned.

What You Should Have

Must-haves:

• At least 3+ years of relevant CRM & Sales Support experience with a proven track record in Sales Operations, Account Management Support, Client Onboarding, or CRM administration for U.S.-based companies.
• At least one year of experience in a global remote setup with a company based in North America.
• Direct experience driving client onboarding processes, including gathering initial intake data, preparing startup documents and service agreements, following checklists, and assembling plan packages for executive review.
• Hands-on experience navigating, optimizing, and organizing Pipedrive CRM to track lead stages, manage contact databases, and drive structured onboarding workflows.
• High proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace (Docs, Sheets, Drive), and real-time team messaging platforms (Slack or Microsoft Teams).
• Exceptional written English skills for professional, client-facing email communication, account education, and daily administrative updates.
• Strong attention to detail in handling census information, service agreements, payment tracking, and structured onboarding timelines.

Technology Specifications:

• Minimum 100 Mbps Internet Speed
• Windows 11 or macOS 15 Sequoia
• Minimum Intel i5 8th gen with 8GB RAM or Apple M1 chip with 8GB RAM
• Webcam and Headset
• Designated Office Space in your Home

Nice-to-haves:

• Prior experience with Third-Party Administrators (TPAs), Pension Administration, 401(k) Compliance, or Form 5500 Filings.
• Direct familiarity with FT William Software for compliance and plan administration.

Who You Are

We are hoping you are someone who:

• Takes initiative in following up with recordkeepers and clients without requiring constant prompts.
• Is highly meticulous when reviewing plan documents, tracking census data, and maintaining pipeline stages.
• Manages time effectively in an asynchronous remote environment and ensures all onboarding action items move forward smoothly.