Administrative Assistant

Established insurance agency seeking a detail-oriented person who demonstrates clear knowledge and understanding to provide support across various departments, ensuring smooth day-to-day operations. 

The ideal candidate will have the following qualifications:

• Accounting Support - reconcile statements and process payments as needed; process invoices as needed; assist with tracking and reporting of financial data
• Receptionist Duties - process incoming mail payments, answer phones and respond to emails, general inquiries
• General Administrative Support - assist with creating and organizing client documentation, maintain files and records, general office duties

Requirements:

• Timely response to emails and phone calls
• Ability to multi-task and prioritize efficiently
• Proficiency with Microsoft Office Suite
• Attention to detail and ability to follow through on tasks 

Additional Information:

• • This position is an onsite role, with potential for hybrid after training

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Job Title: Accounting Assistant/Admin Assistant

Mid-sized, rapidly growing insurance agency is seeking an Accounting Assistant/Admin Assistant to join their team. The Accounting Assistant/Admin Assistant serves as the operational “glue” between the Account Management and Accounting teams. You’ll own day-to-day premium invoicing, funding, and reporting tasks while maintaining high-touch client service—ensuring revenue is recorded accurately, cash is applied promptly, and clients receive timely, error-free documentation. 

Ideal candidate has a minimum of two years’ commercial P&C insurance experience (preferably five) within a retail agency setting.

Responsibilities:

• Generate and email client invoices (direct-bill & agency-bill) within 24 hrs of binding or endorsement.
• Record daily deposits, apply cash to open invoices, and scan checks for remote deposits.
• Prepare month-end premium, commission, and trust-account reconciliations; investigate and resolve variances with carriers.
• Draft and execute premium-finance agreements; monitor disbursement schedules, track funding, and upload documents to the AMS.
• Track policy changes, endorsements, audits, and cancellations to ensure corresponding invoices/credits are processed accurately.
• Maintain client records: attach documentation, update financing details, and log communications.
• Answer client billing questions and provide clear, courteous explanations to insureds, brokers, and insurance carriers.
• Monitor funding and commission payments; escalate delinquencies or short pays.
• Assist the Accounting Manager and Account Manager with day-to-day tasks and fulfill any other duties they may assign.

Experience and Qualifications:

• Minimum of two years’ commercial P&C insurance experience (preferably five) within a retail agency setting
• Exceptional attention to detail that catches billing, data, and coverage errors before they reach clients.
• Flexible mindset able to pivot between accounting tasks, client service, and ad-hoc requests without missing deadlines.
• Proficient in Microsoft 365, Google Workspace, and SharePoint shared drives for seamless document management.
• Excellent written and verbal communication coupled with strong problem-solving abilities.
• Outstanding organizational and time-management skills support juggling multiple priorities.

Compensation Package:

• Salary range: $60k - $75k, plus benefits package including major medical, 401k, profit sharing.
• Opportunities for career growth and professional development.
• A supportive and innovative team environment.

Disclaimer: Please note that this job description may not cover all duties, responsibilities, or aspects of the role, and it is subject to modification at the employer's discretion. 

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Job Summary

Our client is seeking an Accounting Administration Associate to join their growing team. They are among the 50 largest insurance brokers in the US and currently in the top 30 of privately held independent agencies in the country. 

• Perform clerical duties including opening, sorting and distributing correspondence, scanning, photocopying, fax mail and email
• Maintain electronic filing system for department
• Work the bank download activity daily for the department
• Post the customer deposits to the appropriate client and/or company account.
• Post the daily EFTs to the Agency Management System (to include commissions, sweeps, financing…etc.) as assigned
• Match commission statements to payments received
• Check printing, preparation for approval, signing and distribution for the department

Qualifications/Requirements

• 1 – 3 Years previous administrative experience preferred
• Previous accounting experience preferred
• Previous insurance experience beneficial
• Previous Epic system work experience beneficial 
• Strong analytical and problem-solving skills
• Basic math skills, including the ability to add, subtract, multiply and divide numbers
• Strong PC skills, with a focus on the Microsoft Office suite of products (Excel, Word, Outlook, Teams, etc.)
• Detail oriented and accurate with inputting data
• Ability to effectively multi-task and work within a fast paced, changing priority environment
• Self-motivated, with the initiative to prioritize and be self-directed
• Regular and punctual attendance is required
• Ability to communicate effectively, both verbally, and in writing and a demonstrated ability to obtain and share information
• Excellent interpersonal skills, with the ability to interact effectively with both colleagues, and managers, across all levels
• Ability to promote, and maintain a team environment, willing to find accommodating solutions for our customers, companies, and the Agency
• Ability to successfully adhere to company policies and procedures, as well as maintain strict confidentiality

Compensation Package

• This will be a temp to hire role paying $50K.  The temp time frame will be 3-6 months.
• Competitive pay, great health benefits, 401K with company match, very generous PTO and volunteer time off, 10 paid holidays, and many other perks!
• This role is onsite in Oklahoma City, OK

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