Role Summary:
Individuals in this role provide dedicated administrative and operational support for the General Office, helping to streamline processes and enhance service for Agency stakeholders. They manage a wide range of
responsibilities including resource coordination, financial processing, and oversight of daily office operations such as mail handling, reception, supplies, and facility requests. The role supports new business by
assisting agents with their questions and processing permissible policy changes. Additionally, this position ensures strong governance and compliance by handling various financial and operational reports.
Administrative Support
" Agency Manager Admin Support
" Handle mail (ICFR Log, scanning paper apps, depositing
checks, etc.)
" Agent Assignments Processing
" Agent of the Day
" Business Cards Ordering
" Client Information Requests
" Conference Rooms Reservations
" Contract Maintenance - Distribution Emails
" Copier Charges Reconcile
" Council - Travel Allowance/Reimbursement
" Employment Verification - Active Agents
" Fingerprint and I-9 verification
" GO Announcements/Communications
" Group Benefit Issues
" ICFR Logs
" MDRT Recognition - Application Tracking and Approval
" Occupancy - Agreements, Rental Escalations and Adjustments
" Order Supplies
" Policy Assembly
" Postage - Funds and Supplies
" R&D Statements - Distribute to Partners and SDM s
" Reception - Answer Phones, Greet Guests
" Resource Assignment for New Agents - Mailboxes, keys,
security access, phones, etc.
" Resource Removal for Terminated Agents - Mailboxes, keys,
security access, phones, etc.
" Routing Orphan Clients to Agent of the Day; providing Policy
Summary requests
" TAS Warning Tracking - 4 Month Triggering Initial
coordinate with Onboarding tea
Accounts and Financial Management
" Close accounts for End-of-Day
" Accounts Payable - P-Card, ReadSoft, GO bills
" Check - Approval (Ledger), Deposit and Print
" Discretionary Accounts for MP, GO Account, EP, SP, Partner
" Expense Allowance - Submissions and Approvals
" Ledger Debits, including Special Debit Arrangements
" Ledger Liens and Garnishments
" Ledger Withdrawal EFT & Paper Check
" Suspending funds via MPP form
" 407(b) Brokerage Letters
Maintenance and Logistics
" Building Maintenance Requests
Miscellaneous
" Contest Logs Gift Log
" Transfer of Interest
" Assign pending cases from terminated Agents to identified
active Agents
New Business & Case Visibility
" Maintain working knowledge of New Business workflows and
systems (e.g., App Central, ALIP).
" Support Agents in understanding how to view and manage
their cases.
" Process CDCs for reductions in face amount, correcting
name/DOB/address, mode changes and removing a rider. No
VULs or Part IIs and nothing that increases risk.
" Prepare and edit amendments in our application systems.
" Understand and track the appeals process including
monitoring in system through to resolution.
" Assist with:
Commission inquiries and Transfers of Interest
Facilities management
GO moves, remodels, and event coordination
Troubleshoot and
resolve onsite technology, Telephony and network
issues.
" Process:
Signature Guarantees and reporting
TAS opt-outs, extensions, and CAP waivers
TAS warnings and tax audit letter management
End of day reporting
Reporting:
" Act as back-up to the Service Leader on monthly reportingOutstanding Check Report
Returned Check Report
Cash Premium Settlement Report
Hoteling/rent/phone Report
Gift Log (quarterly
Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans