New Accounts Tracking Coordinator
About The Position
The New Accounts Tracking Coordinator plays a vital role in supporting financial advisors and ensuring a seamless experience for our clients by managing and tracking all new business activity across life insurance, annuities, and fee-based accounts. In this role, you will be responsible for overseeing each case from submission through funding, policy issuance, and delivery—maintaining accurate tracking, proactively communicating with carriers and internal teams, and ensuring all applications and transfers are processed efficiently and correctly. You will serve as a key point of coordination between advisors, operations, compliance, and external partners to keep business moving forward. This position requires exceptional attention to detail, strong organizational skills, and the ability to manage multiple workflows simultaneously. Because the role involves frequent communication with advisors and third parties, professionalism, responsiveness, and clarity are essential.
Requirements
- 1+ years of experience in wealth management, financial services, or insurance operations
- Strong understanding of Basic Math
- Strong understanding of Excel
- Proficiency in Microsoft Excel and Office Suite
- Exceptional attention to detail and organizational skills
- Strong written and verbal communication skills
- Ability to manage multiple priorities and meet deadlines
Nice To Haves
- Experience with CRM systems, tracking tools, or financial platforms preferred
Responsibilities
- Record new life insurance, annuity, and fee-based applications in the SGL Insurance Sales Tracker.
- Track and enter AUM transactions, including applications, journal requests, Roth conversions, and transfers.
- Maintain accurate and up-to-date records of all applications and transactions.
- Monitor application status and update internal tracking systems regularly.
- Communicate with carriers, up-lines, and internal stakeholders via phone and email throughout the application process.
- Proactively update financial advisors on case status and progress.
- Identify and resolve NIGO (Not In Good Order) applications by providing required forms and documentation and clearly outlining corrective steps for advisors.
- Track transfer processes from funding institutions to new policies/accounts.
- Request and monitor approvals for liquidation of client assets.
- Coordinate with internal investment operations team to initiate liquidations.
- Follow up regularly on pending approvals and transactions.
- Monitor availability of funds and assist with outbound transfer coordination.
- Track and manage checks sent to carriers for funding applications.
- Prepare FedEx shipments and maintain documentation (tracking numbers, check details).
- Store and organize copies of checks and shipping records in internal systems (Box, VFM).
- Ensure timely delivery and follow through until policies are funded and issued.
- Obtain and distribute policy contracts to advisors and scheduling team.
- Track Policy Delivery Receipts (PDRs) and update delivery status in tracking systems.
- Maintain accurate delivery records in the SGL Insurance Sales Tracker.
- Perform reconciliation between Sales Tracker and Life Commission Payments by updating policy statuses and recording new paid policies and cancelled/replaced policies.
- Handle fee-based reconciliation by confirming first billing events, updating policy/account status to Complete – Inforce, and recording first billing dates and delivery receipt confirmations.
- Ensure all systems reflect accurate and consistent data.
- Assist in updating the New Business (NB) Guide.
- Identify opportunities to improve workflows, tracking, and communication processes.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
