OPERATIONS ASSISTANT / COORDINATOR (INSURANCE AGENCY | RIGHT-HAND ROLE | )

ABOUT US

We are a fast-growing life insurance agency focused on helping families and developing agents into leaders. We are looking for someone who can become a true RIGHT HAND to the agency owner. This is not a basic VA role. This is an operations role for someone who wants to grow with a business and eventually move into a full-time position.

*ROLE OVERVIEW*

Your job is to keep the business organized, accurate, and moving forward.

That means:

-> Nothing falls through the cracks

-> Systems stay clean and updated

-> Problems are caught early and handled

If you prefer waiting to be told what to do, this role is not a fit.

You are not expected to know everything on day one. We value problem-solving, communication, and ownership more than perfection.

*WHAT YOU’LL BE RESPONSIBLE FOR*

FINANCIAL / COMMISSION TRACKING

-> Reconcile business written vs commissions received

-> Track discrepancies and chargebacks

-> Monitor overrides and production

-> Flag issues proactively

POLICY & CLIENT OPERATIONS

-> Track all submitted applications

-> Check carrier portals for updates

-> Follow up with clients for missing requirements

-> Ensure policies move from submission to issue

AGENT SUPPORT

-> Track agents through recruiting and onboarding

-> Follow up on contracting, licensing, and production

-> Help maintain accountability systems

SYSTEMS & PROCESS MANAGEMENT

-> Maintain Notion (clients, agents, tasks)

-> Improve workflows and systems

-> Build and refine SOPs

COMMUNICATION & FOLLOW-UP

-> Support inbox management

-> Follow up with clients and agents

-> Keep communication clear and timely

*WHAT WE’RE LOOKING FOR*

-> Extremely detail-oriented (with real examples)

-> Highly proactive (you take action without being told)

-> Strong organizational and systems thinking

-> Comfortable working with numbers

-> Strong written communication

-> Able to manage multiple priorities without losing track

*STRONG PLUS (NOT REQUIRED)*

-> Accounting or bookkeeping experience

-> Insurance or financial services experience

-> Experience building SOPs or workflows

-> Experience with Notion or CRMs

*WHAT SUCCESS LOOKS LIKE (FIRST 90 DAYS)*

-> Inbox is handled without constant direction

-> Policies are tracked with no missed follow-ups

-> Notion is accurate and up to date

-> Commission tracking is clean and reliable

-> You identify and fix inefficiencies proactively

*WORK DETAILS*

-> Starting at least 15–20 hours per week

-> Hours will increase as the business grows

-> Opportunity to move into a full-time role

-> Must have overlap with Eastern Standard Time (EST)

-> Daily communication via WhatsApp

-> Daily end-of-day updates required

*COMPENSATION*

-> Starting at $6/hour

-> Increase to $7/hour after 90 days (based on performance)

-> Generous quarterly performance bonuses based on KPIs

-> Opportunity for increased pay and responsibility over time (we want you to grow as we grow)

*VIDEO INCLUDEDED IN APPLICATION (STRONGLY PREFERRED)*

To stand out, submit a short video (2–4 minutes) answering:

-> Your background and experience

-> A time you identified a problem and fixed it without being told

-> How you stay organized managing multiple tasks

-> Why this role specifically interests you

Include the video link in your application.

*ATTENTION TO DETAIL CHECK*

At the top of your application, include this exact phrase: "I take ownership." Applications without this will not be considered.

*FINAL NOTE*

We are a company who puts God first and we want to be a blessing to both the clients and agents we bring aboard. We are looking for someone long-term who wants to grow with the business. If you enjoy ownership, structure, and improving systems, this could be a great fit.