Administrative Coordinator - Financial Services

Adam Personnel; New York (NY); On-site; USD 45,000 - 65,000; Full time

Job summary

Adam Personnel's client, a financial services firm, seeks an experienced Administrative Coordinator to support Financial Representatives and clients, handling insurance applications, policy administration, and office operations.

The ideal candidate is highly organized, detail-oriented, customer-focused, and able to manage multiple priorities in a fast-paced professional environment while ensuring accurate processing and timely service.

Qualifications

• Administrative and customer service experience in financial services is required.
• Licensure in NY Life & Health insurance or ability to obtain within 6 months.
• Strong communication and organization skills.
• Proficiency with office software and CRM tools.

Responsibilities

• Provide client service support to Financial Representatives and clients.
• Process insurance applications and coordinate policy administration.
• Maintain accurate electronic client records and documents.
• Setup electronic signatures and track documentation.
• Coordinate with home office and external partners to move cases forward.

Skills

Highly organized

Detail-oriented

Customer-focused

Excellent verbal and written comm.

Multitasking

Education

New York State Life & Health Insurance License or ability to obtain within 6 months

Tools

DocuSign

Job description

Our client, a financial services firm, seeks an experienced Administrative Coordinator with financial services experience to join their team.

The Administrative Coordinator will provide administrative and customer service support to Financial Representatives and their clients. This role is responsible for helping manage day-to-day client service needs, insurance application processing, policy administration, and general office support. The ideal candidate is highly organized, detail-oriented, customer-focused, and comfortable managing multiple priorities in a fast-paced professional environment.

Key Responsibilities

Client Service & Account Support

• Assist clients with routine insurance policy service requests, including address and contact changes, banking updates, and policy loan requests.
• Respond to client phone calls and provide updates regarding insurance policies and account values.
• Contact clients when additional information is needed to complete insurance applications or policy changes.
• Assist clients with payment and billing-related questions.
• Serve as a liaison between clients, Financial Representatives, and the insurance company’s home office.

Insurance Application Processing

• Prepare and submit electronic insurance applications.
• Review applications and related documentation for accuracy and completeness prior to submission.
• Coordinate medical exams, laboratory work, and other requirements requested by insurance underwriters.
• Monitor application status and follow up on outstanding requirements to help move cases through the approval process efficiently.

Policy Administration & Documentation

• Maintain accurate electronic client records and notes.
• Organize and maintain insurance documents, statements, and forms.
• Prepare approved insurance policies for delivery to clients.
• Set up electronic signature requests through DocuSign.
• Follow up with clients regarding outstanding forms and documentation.

Administrative Support

• Track pending cases and client service requests to ensure timely completion.
• Communicate regularly with the insurance company’s home office regarding policy information, application status, and client service needs.
• Provide ongoing administrative support to Financial Representatives and maintain organized and accurate records.

Qualifications

• Previous administrative and customer service experience, preferably within financial services, insurance, or a related professional services environment.
• New York State Life & Health Insurance License or the ability to obtain one within 6 months.
• Knowledge of insurance products and processes is a plus.
• Basic to intermediate computer skills with the ability to learn new systems.
• Strong organizational skills and the ability to manage multiple tasks and priorities.
• Excellent verbal and written communication skills.
• Ability to handle confidential client information responsibly.
• Ability to work independently, solve problems, and exercise sound judgment.
• Professional and customer-focused with the ability to work effectively with clients, colleagues, and business partners at all levels.

The successful candidate will be someone who enjoys providing excellent client service, keeping processes organized, and ensuring that applications, documentation, and service requests are handled accurately and efficiently.

This position is on-site five days a week.