Data Entry Clerk & Virtual Assistant

TEEMA Solutions Group; Ottawa; Remote; CAD 60,000 - 80,000; Part time

Job summary

A financial planning firm is seeking a detail-oriented Virtual Assistant & Client Services Coordinator to support operations remotely. This part-time role involves managing emails, preparing client documents, and ensuring smooth financial services administration. Ideal candidates have experience in the financial sector, strong organizational skills, and live in Ontario. This opportunity offers potential for growth in a values-driven environment.

Qualifications

• Proven experience in financial services administration and/or client service support required.
• Strong organizational skills, including email and calendar management.
• Excellent written communication skills with the ability to draft clear responses.

Responsibilities

• Manage inbox flow, prioritize tasks, schedule meetings, and respond to client requests.
• Pre-fill investment and insurance forms and follow up on processing.
• Accurately input and update client information into financial planning software.

Skills

Financial services administration

Client service support

Email and calendar management

Attention to detail

Written communication skills

Tools

Financial planning software

DocuSign

Job description

Overview

Job Title: Virtual Assistant & Client Services Coordinator (Contract – Part-Time)

Location: Remote (must reside in Ontario)

Hours: 10–20 hours/week

Compensation: $25–$30 per hour (depending on experience)

Type: Independent Contractor

About Pulse Wealth

At Pulse Wealth, we specialize in helping women executives, entrepreneurs, and their families navigate life’s biggest transitions — retirement, separation, selling a business, or building long-term financial security. Our award-winning planning process combines financial strategy with personalized care, and we pride ourselves on delivering precise, high-quality service that truly makes a difference.

We’re growing — and we’re looking for the right person to join our team behind the scenes.

The Opportunity

We’re seeking a detail-oriented, highly organized Virtual Assistant & Client Services Coordinator to support our financial planning practice. In this role, you’ll manage the email inbox, coordinate documents and transactions, and keep operations running smoothly.

Your work ensures that our clients feel supported, our processes run efficiently, and nothing slips through the cracks.

Responsibilities

• Email & Calendar Management: Manage inbox flow, prioritize tasks, schedule client and internal meetings efficiently, and respond to client administrative requests in a professional and timely manner.
• Client Document Preparation: Pre-fill investment and insurance forms, send them for signature via DocuSign, submit completed documents to head office, and follow up until processing is complete.
• Financial Services Administration: Coordinate internally with head office and externally with clients to ensure smooth processing of applications, contributions, withdrawals, transfers, etc.
• Data Entry: Accurately input and update client information from intake forms and statements into financial planning software.
• Document Organization: Prepare, organize, and maintain client files with precision and confidentiality.
• Task Tracking & Follow-Up: Monitor deadlines, follow up on outstanding items, and ensure all client requests are completed in a timely manner.
• Quality Control: Identify and correct data entry or documentation errors to maintain accuracy and compliance.

Qualifications

• Proven experience in financial services administration and/or client service support (investment and insurance industry experience is required).
• Experienced with completing and processing investment and insurance forms.
• Strong organizational skills, including email and calendar management.
• Excellent written communication skills with the ability to draft clear, professional responses to client requests.
• Exceptional attention to detail with a commitment to accuracy and confidentiality.
• Ability to manage time effectively and work independently in a remote setting.
• Experience with financial planning software and DocuSign is an asset.
• Must reside in Ontario.

Why Join Us?

This is a great opportunity to be part of a growing, values-driven financial planning firm that combines professionalism with heart. While this is a part-time contract role, there is potential to grow with us if it’s a strong mutual fit.

We’re looking for someone who:

• Thrives on precision and organization
• Takes initiative and ownership of their work
• Welcomes feedback and enjoys contributing ideas for improvement
• Wants to play a meaningful role in supporting clients through some of life’s biggest financial decisions

At Pulse Wealth, your attention to detail helps us deliver clarity and confidence to every client we serve.