Operations Coordinator

Employment type: Full-time

Pay: $33.30 - $38.40 USD

Work model: Remote

Position summary

Support the financial and administrative operations of an insurance brokerage's Mid-Atlantic market. You will coordinate billing, commissions, payments, reconciliations, and office support activities while keeping records accurate and deadlines on track.

Working with the Director of Market Operations, Finance, regional accounting partners, and agency teams, you will process transactions, research discrepancies, and escalate exceptions that require management review.

Your responsibilities

• Coordinate operational projects, communications, and administrative activities, maintaining procedures, tracking logs, and supporting documentation.
• Support Agency Management System administration through transaction processing, document management, reporting, and user-request coordination.
• Prepare client invoices for agency service fees, consulting fees, and other approved charges, maintaining billing schedules and agreement records.
• Process direct-bill activity, including carrier statements, receipt matching, production recording, and reconciliation support.
• Prepare commission statements and support employee, producer, intercompany, broker, and 1099-related commission transactions.
• Review accounts-receivable aging and unapplied transactions, follow up on routine items, and escalate delinquent or disputed balances.
• Generate client statements and installment invoices, and process approved client and finance-company refunds.
• Support surplus-lines filings and compliance reporting, including unclaimed-property filings.
• Complete assigned month-end reconciliations, reporting schedules, and documentation for journal entries and financial reports.
• Coordinate vendor invoices and approved carrier, broker, premium, government, and vendor payments.
• Maintain vendor records and contract tracking, coordinate renewal documentation, and respond to routine payment inquiries.
• Support deposits, cash receipts, payment application, approved bank transfers, and ACH and electronic funds transfers.
• Reconcile bank and transaction records, identifying missing documentation, recurring errors, and control concerns.
• Coordinate office services, supplies, approved purchases, operational onboarding, and secure document-handling workflows across assigned locations.

Required qualifications

• High school diploma or GED.
• Experience in administrative support, billing, accounting, bookkeeping, finance operations, or commission processing involving financial transactions and reconciliations.
• Working knowledge of receivables, payables, billing, commissions, deposits, reconciliations, and month-end close support.
• Experience with Agency Management Systems, accounting systems, Microsoft Excel, and Microsoft Office.
• Ability to enter, review, reconcile, and report financial data accurately with complete supporting documentation.
• Ability to follow accounting, revenue-recognition, approval, documentation, and internal control procedures.
• Strong communication and organizational skills, with the ability to manage recurring deadlines and changing priorities.
• Ability to research discrepancies, recommend practical process improvements, and recognize when management review is needed.
• Discretion when handling confidential employee, client, banking, and financial information.

Experience that adds value

• Insurance agency experience supporting Employee Benefits, Property and Casualty, or both.
• Experience with Applied Epic, Microsoft Dynamics 365 Business Central, or QuickBooks.
• Experience with agency and consulting-fee billing, direct bill, carrier and broker payables, commission accounting, and banking transactions.
• Experience supporting a brokerage across multiple offices or states, acquisitions, or a matrixed organization.
• Associate degree in Accounting, Finance, Business Administration, or a related field.

Support and benefits

• Multiple medical plan options with preventive care covered at 100%.
• Dental and vision coverage.
• Free virtual medical and mental healthcare for employees and their families.
• Healthcare concierge support.
• Employer-paid short-term and long-term disability coverage.
• Paid parental leave.
• Personalized PTO without traditional accruals, separate sick leave, and company-paid holidays.
• 401(k) with company match.
• Employee Assistance Program offering confidential mental health, legal, financial, and work-life support.