Operations Specialist

Job Title: Operations Specialist
Location: 149 Stony Circle, Ste 200, Santa Rosa, CA 95401
Onsite: Mon-Friday, 100% onsite
Hours: 8:30am - 5pm
Contract: 6 months, Potential conversion

Finger Printing Required
 
Job Description:
Seeking office administrative experience to serve as the first point of contact at the reception desk, greet clients, answer and direct phone calls, support onsite agency field managers, and perform administrative duties, including the management of discretionary accounts, as outlined in the job summary.


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 team 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 includingmonitoring in system through to resolution.

Assist with:
Commission inquiries and Transfers of Interest
ü Facilities management
ü GO moves, remodels, and event coordination
ü Troubleshoot and
resolve onsite technology, Telephony and network
issues.
•Process:
ü Signature Guarantees and reporting
ü TAS .-outs, extensions, and CAP waivers
ü TAS warnings and tax audit letter management
ü End of day reporting
Reporting:
• Act as back-up to the Service Leader on monthly reporting Outstanding Check Report
ü Returned Check Report
ü Cash Premium Settlement Report
ü Hoteling/rent/phone Report
ü Gift Log (quarterly