Policy Services Administrator – Insurance Account Updates

HR Service Jobs; Delson; Híbrido; CAD 42.000 - 62.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Health insurance

Hybrid or remote work opportunities

Career development opportunities

Structured onboarding and training

Descripción de la vacante

HR Service Jobs is seeking a Policy Services Administrator – Insurance Account Updates to support policy administration, maintain accurate customer records, and process policy changes efficiently. You will review policy information, update records, and ensure changes are recorded accurately in accordance with procedures.

The role requires strong attention to detail, confidentiality, and the ability to manage multiple tasks while meeting deadlines.

Formación

• High school diploma or equivalent; degree in business, finance, insurance is a plus.
• Strong administrative, organizational, and recordkeeping skills.
• Excellent attention to detail and commitment to accurate data entry.
• Proficiency with email, spreadsheets, word processing, and database apps.
• Ability to learn insurance policy administration systems and CRM tools.
• Good written and verbal communication skills.
• Ability to review documents, identify missing information, and follow procedures.

Responsabilidades

• Process routine policy updates, amendments, and account maintenance requests.
• Update policyholder details, contact information, mailing addresses, and billing preferences.
• Review change requests for completeness and supporting documentation.
• Maintain electronic records of policy changes and customer communications.
• Assist with renewals, endorsements, and servicing activities as assigned.
• Ensure changes are processed within service levels and deadlines.

Conocimientos

Administrative skills

Attention to detail

Data entry

Communication skills

Confidentiality

Time management

Educación

Degree in business/finance/insurance

High school diploma or equivalent

Herramientas

MS Office (Excel/Word/Outlook)

CRM systems / databases

Descripción del empleo

Job Summary

HR Service Jobs is seeking a detail-oriented, organized, and customer-focused Policy Services Administrator – Insurance Account Updates to support insurance policy administration, maintain accurate customer records, and process policy changes efficiently. This role is ideal for individuals who enjoy administrative work, data management, documentation, and delivering reliable customer service in a professional insurance environment.

The successful candidate will be responsible for reviewing policy information, updating customer and account records, processing policy amendments, maintaining documentation, and ensuring that all changes are recorded accurately in accordance with established procedures. The position requires strong attention to detail, good communication skills, confidentiality, and the ability to manage multiple administrative tasks while meeting deadlines.

The Policy Services Administrator will work closely with insurance agents, account managers, customer service representatives, underwriting teams, and other internal departments to ensure that policyholder information remains accurate and up to date. The role also involves responding to routine account inquiries, identifying discrepancies, following up on pending documentation, and escalating complex requests to the appropriate team.

Candidates with previous insurance administration experience are encouraged to apply. Applicants with strong administrative, data entry, customer service, or office support skills who are willing to learn insurance procedures may also be considered.

Key Responsibilities

1. Insurance Policy Administration
   • Process routine insurance policy updates, amendments, and account maintenance requests in accordance with company procedures.
   • Update policyholder details, contact information, mailing addresses, billing preferences, and other authorized account information.
   • Review incoming policy change requests to ensure that the required information and supporting documentation are complete.
   • Maintain accurate electronic records of policy changes, account transactions, and customer communications.
   • Assist with policy renewals, endorsements, corrections, and other servicing activities as assigned.
   • Ensure that all changes are processed within established service-level agreements and internal deadlines.
2. Customer Account Updates
   • Enter and update customer information in insurance administration systems, customer relationship management platforms, and internal databases.
   • Verify customer details against available documentation before making account changes.
   • Identify duplicate records, missing information, inconsistencies, and data entry errors.
   • Correct authorized discrepancies and refer complex account issues to the appropriate department.
   • Ensure that customer records are properly organized and easy to retrieve when required.
3. Documentation and Record Management
   • Maintain accurate electronic files containing policy documents, correspondence, endorsements, and supporting records.
   • Review documents for completeness, accuracy, and compliance with internal documentation standards.
   • Organize and archive records according to company retention and information management procedures.
   • Track outstanding documents and follow up with relevant teams or customers when additional information is required.
   • Support internal reviews, quality checks, and audit preparation by retrieving relevant account documentation.
4. Customer Service and Communication
   • Respond professionally to routine inquiries regarding policy information, account updates, and administrative requests.
   • Communicate clearly with customers, insurance agents, brokers, and internal stakeholders.
   • Provide updates on the status of servicing requests when authorized and appropriate.
   • Explain administrative requirements and documentation procedures in simple, professional language.
   • Maintain a courteous and helpful approach when handling customer concerns.
   • Escalate complaints, coverage questions, billing disputes, and requests requiring specialist approval.
5. Data Accuracy and Quality Assurance
   • Check completed transactions to ensure that updates have been entered correctly.
   • Follow established verification procedures before finalizing changes to policy records.
   • Maintain a high standard of accuracy when handling customer data and policy documentation.
   • Report recurring errors, system issues, and process gaps to the appropriate supervisor.
   • Assist with periodic account reviews and data-cleaning activities.
6. Compliance and Confidentiality
   • Handle customer information confidentially and follow applicable privacy and data protection requirements.
   • Adhere to internal policies, authorization controls, and insurance administration procedures.
   • Ensure that policy changes are processed only with appropriate authorization and documentation.
   • Follow recordkeeping requirements and established escalation procedures.
   • Participate in training relating to compliance, data security, and operational best practices.
7. Team Collaboration and Reporting
   • Coordinate with underwriting, claims, billing, renewals, and customer service teams when necessary.
   • Maintain accurate records of completed, pending, and escalated service requests.
   • Provide routine status updates and administrative reports to supervisors.
   • Contribute to workflow improvements that increase efficiency and reduce processing errors.
   • Support additional administrative duties as assigned by the manager.

Required Skills and Qualifications

• High school diploma or equivalent qualification required; a diploma or bachelors degree in business administration, finance, insurance, or a related field is an advantage.
• Strong administrative, organizational, and recordkeeping skills.
• Excellent attention to detail and commitment to accurate data entry.
• Basic computer proficiency, including email, spreadsheets, word processing, and database applications.
• Ability to learn insurance policy administration systems and customer relationship management tools.
• Good written and verbal communication skills.
• Ability to review documents, identify missing information, and follow established procedures.
• Strong time management skills and the ability to prioritize competing tasks.
• Professional customer service skills and a cooperative approach to teamwork.
• Ability to maintain confidentiality when handling personal and financial information.
• Willingness to learn insurance terminology, policy servicing procedures, and relevant compliance requirements.

Experience

• Entry-level candidates: Applicants with administrative, data entry, office support, or customer service skills may apply, subject to the employers hiring requirements.
• Preferred experience: Approximately 1–2 years of experience in insurance administration, policy servicing, account maintenance, financial services support, or a similar administrative role.
• Experience using databases, spreadsheets, customer management platforms, or document management systems is beneficial.
• Familiarity with insurance policy documents, endorsements, renewals, and customer record updates is an advantage.
• Experience handling confidential information and maintaining accurate records is desirable.
• Candidates with transferable skills and a strong willingness to learn are encouraged to apply.

Working Hours

• Employment type: Full-time; part-time opportunities may be available depending on business requirements.
• Work arrangement: On-site, hybrid, or remote, depending on the specific vacancy and operational needs.
• Typical schedule: Approximately 35–40 hours per week for a full-time position, subject to the employers policies and applicable local requirements.
• Shift pattern: Standard business hours or designated shifts based on customer service coverage and the location supported.
• Flexibility: Occasional additional hours may be required during busy periods, policy renewal cycles, or high-volume processing periods.
• Final working hours, employment terms, and work arrangements will be confirmed during the recruitment process.

Knowledge, Skills and Abilities

• Insurance Administration Knowledge
  • Understanding of basic insurance policy terminology and customer account servicing concepts.
  • Ability to recognize common policy documents and routine account change requests.
  • Willingness to learn policy endorsements, renewal procedures, documentation standards, and authorization requirements.
• Technical Skills
  • Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook, or equivalent tools.
  • Ability to enter, retrieve, verify, and update information using computer-based systems.
  • Confidence navigating multiple applications while maintaining accurate records.
  • Ability to learn new software, internal workflows, and digital documentation tools.
  • Analytical and Organizational Abilities
    • Strong accuracy and attention to detail when reviewing customer information.
    • Ability to identify discrepancies and determine when further verification is necessary.
    • Effective task prioritization and deadline management.
    • Ability to maintain organized records and monitor pending requests.
• Communication and Interpersonal Skills
  • Clear, professional written and verbal communication.
  • Ability to work effectively with customers, colleagues, agents, and managers.
  • Professional handling of sensitive inquiries and confidential information.
  • Willingness to ask questions, seek clarification, and escalation issues appropriately.
  • Professional Attributes
    • Dependable, punctual, and accountable for assigned responsibilities.
    • Comfortable working independently while contributing to team objectives.
    • Adaptable to changing workloads, procedures, and technology.
    • Committed to accuracy, confidentiality, customer satisfaction, and continuous improvement.

Benefits

• Competitive salary based on qualifications, experience, and job responsibilities.
• Paid annual leave and applicable public holidays.
• Health insurance or other employee wellness benefits, where offered.
• Structured onboarding and role-specific training.
• Opportunities to develop insurance administration and financial services knowledge.
• Performance feedback and professional development support.
• Potential opportunities for hybrid or remote working, where the position permits.
• A collaborative working environment with opportunities to learn from experienced professionals.
• Career development opportunities within policy servicing, insurance operations, customer support, quality assurance, or team coordination.
• Recognition for accuracy, reliability, productivity, and excellent service.
• Specific benefits will be confirmed by the employer during the hiring process. Benefits are not guaranteed unless included in the applicable employment offer.

Why Join HR Service Jobs?

Joining HR Service Jobs for the Policy Services Administrator – Insurance Account Updates position offers an opportunity to build valuable administrative and customer service skills within the insurance sector.

This role is suitable for individuals who enjoy structured work, maintaining accurate information, solving routine administrative problems, and helping ensure that customers receive reliable policy servicing.

Reasons to consider this opportunity include:

• Professional development: Build practical experience in policy administration, account maintenance, and insurance operations.
• Transferable skills: Develop data management, communication, documentation, and problem-solving skills that are useful across multiple industries.
• Meaningful contribution: Help maintain accurate insurance records that support efficient service for policyholders and internal teams.
• Collaborative environment: Work with colleagues across different functions to resolve servicing requests and improve workflows.
• Career progression: With strong performance and additional training, potential future opportunities may include Senior Policy Administrator, Insurance Operations Specialist, Account Services Coordinator, Quality Assurance Associate, or Team Leader.
• Learning opportunities: Gain exposure to insurance systems, customer account processes, and professional documentation standards.

HR Service Jobs welcomes candidates who demonstrate integrity, a positive attitude, attention to detail, and a genuine commitment to professional service.