Recruiting Coordinator

Job Description
The Onboarding Specialist II helps bring new financial advisors into SmartPro quickly, compliantly, and with a great first impression. Working alongside the Onboarding Specialist, this role handles advisor vetting support, coordinates calls and meetings, and keeps each onboarding file moving from first conversation to first day of production.

SmartPro supports roughly 135 affiliated advisors. This role is a key part of how we grow that network while protecting the firm's compliance standards and the advisor experience.

Key responsibilities

Advisor vetting support

• Gather and organize prospective advisor documents: Form U4, licensing and registration details, resume, and book-of-business information.
• Run initial background checks, including FINRA BrokerCheck and SEC IAPD reviews, and flag disclosures, gaps, or red flags to the Onboarding Specialist and Compliance.
• Track vetting status in a checklist so no file advances to onboarding with missing items.
• Prepare candidate summaries for leadership and OSJ review.

Scheduling and coordination

• Schedule introductory, discovery, and due-diligence calls between prospective advisors and SmartPro leadership, OSJ, Compliance, and Operations.
• Send calendar invites, agendas, and pre-call materials; confirm attendance and follow up on no-shows.
• Capture call notes and action items, and log next steps in the CRM.
• Manage the onboarding calendar so key milestones and deadlines stay on track.

Onboarding execution

• Assist with affiliation and registration paperwork, licensing transfers, and state registrations.
• Coordinate technology setup: email, CRM, planning tools, and custodian or platform access.
• Support account and client transition logistics, including transfer paperwork and repapering.
• Deliver welcome materials and help schedule orientation and training sessions.
• Check in with new advisors during their first 90 days and escalate issues quickly.

Process and reporting

• Keep onboarding records current and audit-ready.
• Log and track requests through the firm's ticketing platform.
• Report pipeline status weekly: advisors in vetting, in onboarding, and launched.
• Suggest improvements to onboarding SOPs, checklists, and templates.
• Back up the Onboarding Specialist during absences or high-volume periods.

Qualifications

Required

• 2 years in-office experience or a similar role. Will train the right person.
• Strong scheduling and calendar management skills across multiple stakeholders.
• High school diploma or equivalent.

Preferred, but not necessary

• Prior work at an independent broker-dealer, OSJ, or RIA.
• Familiarity with ticketing or workflow tools.

Skills and competencies

• Attention to detail: catches missing documents, inconsistencies, and disclosure issues before they become problems.
• Organization: manages 15 to 20 onboarding files at once without dropping follow-ups.
• Communication: writes clear, professional emails and represents SmartPro well on calls with experienced advisors.
• Discretion: handles confidential personal and regulatory information with care.
• Service mindset: treats every new advisor as a client and makes the process feel easy.
• Initiative: spots bottlenecks and proposes fixes instead of waiting to be asked.
• Teamwork: works closely with the Onboarding Specialist and partners well across OSJ, Compliance, and Operations.

Pay: From $23.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $23