Assistant EB Operations Coordinator

This is a fully remote position, open to applicants in California, +2 more states.

📋 Description

• Assist in the daily operations of the Employee Benefits practice.

• Submit, track, and facilitate the completion of carrier appointment and contracting requests.

• Investigate unfamiliar carriers and agencies to determine requirements and establish contacts.

• Maintain appointment trackers and follow up on pending items, escalating any delays.

• Collect and submit licensing, W-9, E&O, ACH, agency, and other necessary documentation.

• Verify effective dates, writing numbers, and agency codes.

• Process access and login requests for carrier portals and resolve account, permission, and credential issues.

• Keep accurate records of carrier portal access by user and office.

• Assist with access setup and removal during onboarding and offboarding in collaboration with Operations, IT, and HR.

• Submit carrier agreements and appointment documents to Legal for review and signature.

• Track documents through the execution process and maintain organized records of agreements.

• Monitor shared mailboxes and request queues, triaging requests and managing tickets through to resolution.

• Support routine system/account setup and data entry tasks.

• Maintain process checklists and documentation while flagging recurring issues or gaps in processes.

• Collaborate with Account Management, Sales, Legal, Accounting, IT, and HR to eliminate operational hurdles.

• Proactively communicate status updates in writing.

• Draft and publish operational updates on Workvivo.

• Assist in partnership onboarding and book rolls, and engage in special projects.

• Manage competing priorities while ensuring accuracy, organization, and confidentiality.

⛳️ Requirements

• Preferred 1+ year of experience in employee benefits, insurance operations, carrier relations, licensing/appointments, or a similar operational role.

• Highly resourceful and self-directed, with the capability to research unfamiliar carriers, identify requirements, and independently drive appointment processes.

• Strong sense of ownership and follow-through.

• Excellent organizational abilities with a knack for managing a high volume of appointments and requests.

• Detail-oriented and process-driven.

• Comfortable navigating ambiguity and troubleshooting issues independently.

• Strong written and verbal communication skills along with sound escalation judgment.

• Proficient in Microsoft Office.

• Ability to swiftly learn agency management systems, SharePoint, carrier portals, and workflow systems.

• Discretion in handling confidential information.

• Direct experience with carrier appointments, contracting, or producer licensing is preferred.

• Familiarity with benefits administration or agency management systems such as BenefitPoint, AMS360, Employee Navigator, or Ease is preferred.

• Experience with ticketing or workflow systems such as Monday.com or similar is preferred.

• Background in coordinating documents for legal review and signature is preferred.

• Experience posting to an internal communications platform like Workvivo is preferred.

• Active Life & Health insurance license, or a willingness to obtain one.

• Associate’s or Bachelor’s degree, or equivalent professional experience.

• Must meet applicable state insurance licensing requirements for roles that require a state insurance license.

• Must not be disqualified or barred from licensure.

• Must not be prohibited from conducting the business of insurance under Title 18 U.S. Code §§1033 and 1034.

🏝️ Benefits

• Competitive compensation.

• Comprehensive benefits package.

• Generous paid time off and holidays.

• Opportunities for continued education.

• Wellness-focused programs.

• Award-winning, people-first culture.

• Occasional travel for vendor functions or training when a virtual option is not available.