Insurance & Office Administrator
Location Burlington, ON
Employment Type - Full-Time
Industry - Insurance & Financial Services
Role Level - Experienced Administrative / Insurance Support
About Us
We are a growing insurance and financial services practice committed to delivering exceptional service to our clients. We are seeking a highly organized, detail-oriented Insurance & Office Administrator to support our insurance operations and day-to-day office administration.
This is an excellent opportunity for someone who enjoys working in a professional environment, managing multiple priorities, and playing a key role in delivering outstanding client service.
Position Overview
The Insurance & Office Administrator will be responsible for supporting client service activities, maintaining insurance records, coordinating administrative processes, and assisting with office operations. The successful candidate will be proactive, dependable, and comfortable working independently while managing multiple deadlines.
Key Responsibilities
Insurance Administration
Schedule and coordinate client meetings
Maintain accurate client records within the CRM system, including policy funding and administrative items
Open, organize, and maintain client files
Monitor carrier websites and respond to policy-related communications as required
Prepare and distribute client insurance premium reminders
Follow up with insurance carriers regarding policy payments and outstanding requirements
Assist with commission reconciliation for new and existing policies
Prepare insurance applications and supporting documentation
Prepare disclosure documents and draft Reasons Why Letters
Manage DocuSign workflows and electronic documentation
Obtain CSVs and policy information for tax reporting and corporate-owned policies
Support licensing, compliance, annual returns, and provincial renewal activities
Assist in developing templates and more streamlined client communication processes
Office Administration
Manage office supplies and day-to-day administrative requirements
Prepare couriers and coordinate delivery-related administration
Administer company 407 account activities
Support bookkeeping inquiries by providing information on bank, investment, and corporate account transactions
Provide year-end information and supporting documents for tax preparation
Liaise with banks, insurance providers, and other service vendors as needed
Support E&O, corporate insurance, and applicable provincial renewal processes
Assist with continuing education, CPA & FSRA renewal tracking where required
Support benefits administration, alarm system administration, and office service providers
Coordinate telecommunications, internet, fax, firewall, and basic technology support matters
Prepare and submit expense claims to the bookkeeper
Maintain organized records and documentation for corporate and administrative accounts
Qualifications
Required
3+ years of administrative experience
Strong organizational and time management skills
Exceptional attention to detail and accuracy
Excellent written and verbal communication skills
Very strong capabilities with Microsoft Office 365 Suite
Experience managing confidential client and business information
Ability to work independently and prioritize competing deadlines
Preferred
Previous experience in insurance, financial services, wealth management, or another regulated industry
Familiarity with CRM systems and client file management
Experience with DocuSign or similar electronic document platforms
Understanding of insurance applications, policy administration, licensing, or compliance requirements
Bookkeeping or accounting support experience
What We're Looking For
Professional and client-service focused
Highly organized, dependable, and discreet
Comfortable working in a fast-paced professional environment
Proactive, resourceful, and solution-oriented
Quick learner, with adaptive skills in navigating web sites and phone applications
Able to manage multiple priorities with minimal supervision
Committed to accuracy, responsiveness, and high-quality work
Compensation & Benefits
Highly competitive salary based on experience, with merit based bonuses
Benefits package
Professional development opportunities
Stable, collaborative work environment
How to Apply
Interested candidates are invited to submit their resume and a brief cover letter outlining their relevant experience and interest in the position.
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Work Location: In person
