Insurance Administrative Assistant
Job Overview:
We are seeking a licensed, experienced, and detail-oriented Insurance Administrative Assistant to join our successful and growing insurance brokerage.
This is an important role within our office and is best suited for someone with previous insurance administration experience who understands the life and health insurance application process, as well as segregated fund administration. The successful candidate will support advisors, clients, insurance providers, and investment companies while ensuring applications and client service requests are processed accurately and efficiently.
You will be joining a collaborative team of four, growing to five with this new hire. We are looking for someone who is professional, organized, comfortable with technology, excellent with numbers, and able to manage multiple priorities while maintaining a high level of accuracy.
Duties and Responsibilities
- Process new insurance applications, including life, disability, and critical illness insurance.
- Process segregated fund applications, deposits, withdrawals, transfers, switches, beneficiary changes, and other account-related transactions.
- Manage insurance cases from application submission through underwriting, approval, delivery, and completion.
- Assist with the administration and ongoing servicing of segregated fund accounts.
- Communicate with clients, advisors, insurance carriers, investment companies, underwriters, medical providers, and other third-party service providers.
- Track outstanding requirements, medical information, signatures, payments, policy documentation, and segregated fund transactions.
- Provide regular case and transaction updates to advisors and clients.
- Review applications, forms, and supporting documentation for accuracy, completeness, and compliance requirements.
- Maintain organized and accurate client files, insurance records, and segregated fund documentation.
- Track advisor commissions and reconcile insurance and segregated fund commission statements.
- Assist with bookkeeping, accounting, invoicing, expense tracking, and payment records.
- Perform accurate data entry and maintain internal tracking and client-management systems.
- Answer incoming phone calls and respond to client inquiries in a professional and helpful manner.
- Schedule appointments and assist with general client service requests.
- Prepare correspondence, reports, forms, and client documentation.
- Proofread documents to ensure accuracy and professionalism.
- Order office supplies and assist with other general office administration duties.
- Work collaboratively with advisors and administrative team members to support the overall success of the brokerage.
Qualifications and Experience
- A valid insurance licence is required.
- Previous insurance administrative experience is required.
- Experience processing life, disability, and critical illness insurance applications is strongly preferred.
- Experience processing and servicing segregated fund accounts and transactions is strongly preferred.
- Knowledge of insurance underwriting, application processing, policy delivery, case management, and segregated fund administration.
- Strong computer skills and the ability to learn new insurance, investment, and client-management software quickly.
- Proficiency with Microsoft Office, including Outlook, Word, and Excel.
- Experience with bookkeeping, accounting software, or QuickBooks is considered an asset.
- Excellent numerical skills and a high level of accuracy.
- Exceptional attention to detail and organizational skills.
- Strong written and verbal communication skills.
- Professional and comfortable communicating with clients, insurance providers, investment companies, medical offices, and other professionals.
- Ability to prioritize responsibilities and manage multiple cases, transactions, and deadlines.
- Strong problem-solving skills and the ability to follow up consistently.
- Dependable, proactive, and able to work both independently and as part of a team.
- Experience working in a financial services or insurance brokerage environment is considered a strong asset.
What We Offer
- The opportunity to join a successful and established insurance brokerage.
- A professional, supportive, and collaborative team environment.
- A varied role with meaningful responsibility and direct client interaction.
- The opportunity to work with both insurance products and segregated fund investments.
- The opportunity to grow alongside the business and contribute to the continued success of the brokerage.
We are looking for a reliable and motivated insurance professional who takes pride in their work, values accuracy, and enjoys helping clients and advisors navigate both the insurance and segregated fund process.
Pay: From $50,000.00 per year
Work Location: In person
