Job Description

Position Summary

We are seeking a detail-oriented and organized Insurance Administrative Assistant to support daily office operations and handle financial reconciliation tasks. This role will play a key part in maintaining client records, processing insurance documents, communicating with carriers, and ensuring accurate reconciliation of premiums, commissions, and payments.

Key Responsibilities

Administrative Support

• Process and manage insurance applications, renewals, endorsements, and cancellations.
• Maintain accurate client records and policy documents in agency management systems.
• Handle incoming calls and emails, respond to inquiries, and direct communications appropriately.
• Support producers/agents with document preparation, scheduling, and client follow-up.
• Prepare reports and spreadsheets for internal tracking and performance metrics.
• Communicate with underwriters, carriers, and clients to resolve issues or gather information.

Reconciliation & Financial Duties

• Reconcile premium payments, commissions, refunds, and carrier statements on a scheduled basis (monthly/quarterly).
• Monitor discrepancies in billing and payment reports and resolve them promptly.
• Post payments and track receivables using agency management or accounting systems.
• Assist with general ledger entries, bank reconciliations, and financial reports if needed.
• Maintain documentation for audits and ensure financial data accuracy.
• Work with the finance or accounting team to ensure alignment of financial records.

Qualifications

• Associate’s or Bachelor’s degree in Business, Accounting, or Insurance preferred.
• Minimum 2 years of experience in administrative or insurance office roles.
• Prior experience with reconciliation or accounting duties is strongly preferred.
• Familiarity with insurance agency management systems (e.g., Applied Epic, AMS360, EZLynx) is a plus.
• Strong proficiency in Microsoft Excel and working knowledge of basic accounting software.
• Excellent organizational and multitasking skills.
• Strong attention to detail and accuracy in both administrative and financial work.
• Ability to maintain confidentiality and handle sensitive client and financial information.
• Good communication and interpersonal skills.

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