Job Title: Operations Specialist

Location: Santa Rosa, CA 95401

Onsite: Mon-Friday, 100% onsite

Hours: 8:30am - 5pm

Contract: 6 months, potentional conversion

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

Accounts and Financial Management

• Close accounts for End-of-Day
• Accounts Payable - P-Card, ReadSoft, GO bills
• Check - Approval (Ledger), Deposit and Print

Maintenance and Logistics

• Building Maintenance Requests

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.