Bayside Associates | Calgary, AB

Part-Time to Full-Time | In Office | $21.00–$24.00/hour

Bayside Associates is looking for a Client Services Coordinator to join our Calgary office.

We are an independent life insurance and financial services firm that has been serving individuals, families and business owners since 1996. We’re a close-knit team that takes our work seriously, cares about the people we work with, and believes good service comes down to being reliable, thoughtful and willing to follow through.

This is a hands-on coordination and client service role. You’ll help keep the office organized, support our advisors, communicate with clients and insurance carriers, and make sure the details behind the scenes are handled properly.

You do not need previous insurance or financial services experience. We’re more interested in someone who is organized, dependable, comfortable with people and willing to learn.

People coming from hospitality, customer service, administrative, reception, coordination or other quick-paced service environments are encouraged to apply.

The Job

You’ll work alongside our existing Client Services Coordinator and report to our Assistant Vice President of Operations.

Your day will include a mix of client communication, administrative work, problem solving and keeping ongoing service items moving.

Some days are predictable. Others involve a client calling unexpectedly, an advisor needing something before a meeting, a carrier following up on an outstanding item, and several open tasks that all need to be kept organized.

You’ll receive hands-on training and shadowing during your first 1–2 months. As you become comfortable with our systems and processes, you’ll gradually take ownership of your day-to-day responsibilities while still having support available when you need it.

What You’ll Be Doing

Client Service & Office Support

- Answer incoming calls and provide a warm, professional first point of contact
- Assist clients with general questions and connect them with the appropriate team member
- Manage calendars, appointments and meeting coordination




- Follow up with clients and insurance carriers on outstanding information or service requests
- Help ensure clients receive clear and timely communication

Advisor & Meeting Support
- Prepare client information and documents before advisor meetings
- Review files so advisors walk into meetings prepared
- Help coordinate policy reviews, renewals and other client follow-ups
- Track outstanding items after meetings and make sure they do not get lost

CRM, Records & Administration
- Create and update service requests in our CRM
- Keep client information and records accurate and current
- Upload and organize relevant client documents
- Maintain organized electronic files in SharePoint
- Assist with database cleanup and record accuracy
- Document significant client interactions and outstanding items

Additional Team Support
- Help with occasional marketing and lead research projects
- Assist with general office projects as needed
- Work with different members of the team depending on priorities

What We’re Looking For

You may be a positive fit if you:

- Are warm, patient and genuinely enjoy helping people
- Notice details and care about getting things right
- Follow through instead of assuming someone else will handle something
- Can keep track of several open items at once
- Know how to prioritize when plans change
- Are comfortable figuring things out when you have not done something before
- Ask questions when you need clarification, but also take initiative
- Are dependable and communicate when something is not going according to plan
- Are comfortable speaking with clients by phone and email
- Can learn new systems and processes
- Value honesty, reliability and doing what you say you will do

Previous insurance or financial services experience is not required.

Experience in customer service, hospitality, administration, reception,



professional services, coordination or another client-facing environment can all translate well to this position.

Experience with Outlook, Word, Excel, PDFs, DocuSign, CRMs or similar office systems is helpful, but we can teach the specific tools we use.

We care more about how you work, how you treat people and how you follow through than whether your previous job title perfectly matches ours.

Schedule & Compensation

- Part time to full-time availability
- Full-time hours are Monday–Friday, 8:30 a.m.–4:30 p.m.
- We are ideally looking for someone who can work full-time, but we are open to discussing a consistent part-time schedule with the right candidate
- In-office position
- 102 – 90 Freeport Blvd NE, Calgary, AB
- $21.00–$24.00/hour, based on experience and transferable skills
- Holiday pay
- Health Spending Account available after one year of employment

What Success Looks Like

Within your first couple of months, we hope you will:

- Understand our core client service workflows and why the details matter
- Be comfortable handling regular day-to-day requests independently
- Keep accurate records and organized follow-ups
- Recognize what is urgent, what can wait and when something needs to be escalated
- Build trust with the team by being reliable and following through
- Provide clients with the kind of service we want associated with the Bayside name

There is also room for the role to grow as you learn the business and demonstrate what you are capable of.

How to Apply A cover letter is not required for this position. Instead, we ask applicants to answer a few short questions as part of our application so we can learn a little more about your experience, approach to work and fit for the role.

Please do not submit your application directly through Indeed or LinkedIn.

To be considered, please complete the application through the Bayside Associates website:

Apply for Client Services Coordinator — Bayside Associates https://www.baysideassociates.com/contact-5

The application will ask you to upload your resume and complete the short application questions.

📌 Client Services Coordinator (Calgary)
🏢 Bayside Associates
📍 Calgary