Agency Operations Coordinator

Titus Talent Strategies; Carnegie (Allegheny County); On-site; USD 52,000 - 70,000; Full time

Benefits offered by this job

Paid vacation

Paid holidays

Medical & Vision (benefits)

401(k) with Safe Harbor

Defined Benefit Plan

Job summary

Titus Talent Strategies is hiring an Agency Operations Coordinator to serve as the operational backbone, supporting licensing, compliance, contracting, carrier relationships, and office administration. This role emphasizes organization, workflow maintenance, problem-solving, and timely task execution.

The position focuses on maintaining compliance, licensing records, and coordinating with carriers and agents to keep processes moving smoothly.

Qualifications

• Strong organizational and administrative skills.
• Excellent attention to detail.
• Professional written and verbal communication skills.
• Ability to manage multiple priorities simultaneously.
• Proficiency with Microsoft Office.

Responsibilities

• Licensing across multiple states and contracting/tracking.
• Maintain licensing and appointment records.
• Track licensing renewals and compliance deadlines.
• Assist onboarding of newly contracted agents.
• Coordinate with carriers, contracts, and vendors.
• Support office administration and internal documentation.

Skills

Organizational skills

Attention to detail

Communication skills

Multitasking

Independence

Confidentiality

Tools

Microsoft Office

CRM systems

Job description

Our Partner in the Insurance Space works with independent insurance agents across the country to build and support successful Medicare, health, and life insurance businesses.

We are not a call center and we are not a lead vendor. We provide agents with training, contracting, compliance support, and operational resources that help them build long-term residual income.

As our organization continues to grow, we are looking for an Agency Operations Coordinator who can help keep our operations organized, compliant, and running smoothly.

The Role

The Agency Operations Coordinator serves as the operational backbone of the organization by supporting licensing, compliance, contracting, carrier relationships, office administration, and internal team support.

This position is ideal for someone who enjoys organization, creating and maintaining workflows, problem-solving, follow-through, and keeping processes moving. Success in this role requires attention to detail, strong communication skills, and the ability to manage multiple priorities simultaneously.

What You Own

Licensing & Contracting

• Manage individual and corporate insurance licensing across multiple states
• Process new agent contracting and carrier appointments
• Track licensing renewals and compliance deadlines
• Follow up with carriers regarding pending appointments and contracting requests
• Maintain accurate licensing and appointment records
• Support onboarding of newly contracted agents

Compliance Administration

• Maintain Medicare compliance documentation and records
• Track and update AHIP certifications
• Perform monthly exclusion screenings, including the OIG Exclusion List and SAM Exclusion Database
• Assist with carrier compliance requirements
• Maintain compliance files and documentation, and hold agents and internal team members accountable for required documentation and deadlines

Agency Operations

• Maintain internal operational procedures and documentation
• Assist with employee file management and recordkeeping
• Support updates to employee policies and manuals
• Coordinate with IT vendors and service providers
• Maintain agency administrative systems and records
• Assist with office organization and operational projects
• Serve as an administrative point of contact for carriers and vendors
• Coordinate requests between carriers, agents, and internal staff
• Maintain carrier contact information and documentation
• Support agency relationships with Medicare carriers, group insurance carriers, individual ACA carriers, life & annuity carriers, compliance vendors, IT providers, and insurance/professional service vendors

Administrative Support

• Support leadership team with administrative projects
• Prepare and organize internal reports and documentation
• Maintain digital filing systems and records
• Assist with special projects and process improvement initiatives
• Help ensure day-to-day office operations run efficiently

Why This Role Matters

At Our Partner in the Insurance Space, our agents trust us to help them serve Medicare beneficiaries and grow their businesses. Behind every contracted agent, carrier appointment, compliance requirement, and successful enrollment is a process that must be executed accurately and on time.

This role helps ensure that those processes happen. When licensing is delayed, agents cannot write business. When compliance requirements are missed, relationships with carriers are put at risk. When administrative details fall through the cracks, growth slows.

Your work creates the foundation that allows our agents, carriers, and internal team to operate effectively. You won't just be completing tasks — you will be helping maintain the systems that support a growing organization and hundreds of independent agents across the country.

We are looking for someone who takes pride in creating order, solving problems, and ensuring important work gets done the right way.

What We Expect

Required

• Strong organizational and administrative skills
• Excellent attention to detail
• Professional written and verbal communication skills
• Ability to manage multiple priorities simultaneously
• Proficiency with Microsoft Office
• Ability to work independently and follow through on tasks
• High level of professionalism and confidentiality

Preferred

• Insurance industry experience
• Licensing or contracting experience
• Medicare or health insurance experience
• Experience working with carrier appointment systems
• Familiarity with compliance documentation and regulatory requirements
• Experience with CRM systems

What Success Looks Like

Successful candidates will:

• Keep licensing and contracting processes moving efficiently
• Ensure compliance requirements are completed accurately and on time
• Consistently meet deadlines and follow through on commitments
• Maintain organized records and documentation
• Proactively identify and resolve administrative issues
• Support agents and internal team members with professionalism and urgency
• Improve operational efficiency through strong organization and follow-through

Schedule

January – September — In-office position (Pittsburgh, PA)

• Monday–Thursday: 8:30am–5:00pm
• Friday: 8:30am–3:00pm

October – December

• Monday–Friday: 8:30am–5:00pm
• Paid vacation (increases with tenure)
• Paid holidays + additional seasonal days
• Medical & Vision (50% employer-paid after 90 days)
• 401(k) with 3% Safe Harbor (after 1 year)
• Defined Benefit Plan (eligible immediately)