Jobs

Description

Office coordinator + customer support + admin assistant for an insurance office

 

Full-time, onsite position

Flexible 7.5-hour shifts between 8:00 AM – 5:00 PM

Must Have Qualifications (Required)

Candidates must meet the qualifications below to be successful in this role:

Microsoft Office Suite proficiency, including:

• Outlook
• Excel (basic filtering at minimum)
• SharePoint and OneNote strongly suggested, but is preferred
• Comfort using AI-enabled productivity tools, including Copilot and ChatGPT, to streamline tasks and simplify processes

Strong communication and multitasking skills, with the ability to:

• Ask questions and seek assistance when needed
• Network across multiple departments to support agents effectively
• Partner closely with the management team to track pipelines, answer process questions, ensure follow through, and support full cycle task completion

Experience handling confidential and sensitive information, including activities such as:

• Processing fingerprints
• Handling or supporting payment-related activities

Customer-facing office experience, including:

• Answering and directing phone calls
• Organizing meetings, trainings, and events
• Speaking comfortably in front of large groups of people

Ability to support onsite events (rare), including:

• Creating name badges
• Sending email reminders
• Assisting with coordination logistics

Business Unit Overview

• Join Client’s Field Service Team, the driving force behind delivering exceptional experiences for our agents and clients.
• This team plays a critical role in shaping seamless customer experiences by supporting agents in meeting clients’ life insurance needs, advancing strategic initiatives that enhance our operating model, and educating agents on innovative digital solutions.
•  Your contributions will directly impact customer trust, loyalty, and overall success.

Role Overview

• Our General Offices serve as key hubs supporting insurance agents and advisors nationwide. We are seeking a motivated, organized, and relationship-focused Operations Representative to support daily operations in a General Office location.
• This role sits within the Service Organization and serves as the first point of contact for both agents and clients. In addition, the role provides dedicated administrative and operational support to the local Managing Partner and management team, ensuring smooth office operations and streamlined processes for agency stakeholders.
• Success in this role requires strong relationship-building skills, organizational effectiveness, clear communication, discretion, and a proactive approach to problem-solving.

What You’ll Do

• Provide administrative and operational support to the Managing Partner and management team
• Collaborate with the onsite Service Leader to ensure efficient office operations
• Serve as a primary point of contact for agents, responding to inquiries promptly and professionally
• Greet and welcome clients, agents, and visitors
• Answer, screen, and route incoming phone calls

Coordinate accounts payable and receivable, including:

• Supporting agent payment requests
• Submitting operational expenses
• Reconciling purchase cards
• Handle incoming and outgoing mail and deliveries, ensuring compliance with regulatory and confidentiality guidelines
• Assist with facility management, including building maintenance requests and basic troubleshooting (e.g., local network issues)
• Manage resource assignments and onboarding logistics for new agents

Support additional administrative needs, including:

• Control reports
• Conference room coordination
• Meeting preparation
• Candidate fingerprinting
• Assist with planning and coordinating onsite meetings, trainings, and events

What You’ll Bring

• Prior experience in customer service, office administration, or operations support
• Excellent written and verbal communication skills
• Strong organizational skills with attention to detail
• Ability to manage competing priorities in a fast-paced, onsite environment
• Associate or Bachelor’s degree preferred but not required

 

Training & Development

• New hires receive on-the-job training covering the insurance industry, product and policy provisions, and transaction processing.
• Ongoing coaching and feedback are provided to support continued growth and success in the role.