Business Administration Manager (Insurance)

gpac; Los Angeles (CA); Hybrid; USD 85,000 - 110,000; Full time

Job summary

gpac is seeking a Business Administration Manager (Insurance Agency) in Los Angeles to lead accounting, HR, reporting, IT coordination, and office operations. The role partners with senior leadership to improve processes, ensure accuracy, and drive efficient day-to-day activities.

The position supports ownership of financial and administrative workflows across accounting, HR, vendor management, and system administration, with a hybrid or in-office arrangement for strong involvement.

Qualifications

• 5+ years of experience in business administration, operations, accounting administration, office management, HR administration, or a related role.
• Experience with bookkeeping, AP/AR, reconciliations, and financial reporting.
• Experience with payroll and HR administration.
• Strong Excel and Microsoft Office skills.
• Experience with business-management, CRM, or agency-management systems.
• Experience coordinating with outside accountants, HR professionals, IT providers, vendors, and other professional service providers.
• Strong organizational and project-management skills.
• Ability to manage multiple priorities, deadlines, and recurring responsibilities.
• Excellent written and verbal communication skills.
• Ability to handle confidential financial, employee, and business information with discretion.
• Self-directed with the ability to take ownership from start to finish.
• Strong problem-solving skills and the ability to recommend practical solutions.
• Experience within an insurance agency, financial-services organization, professional-services firm, or similarly regulated environment is strongly preferred.

Responsibilities

• Oversee day-to-day accounting and bookkeeping processes.
• Manage AP/AR, vendor payments, recurring expenses, and client refunds.
• Track and reconcile carrier commission payments and customer payments.
• Coordinate bank and credit-card reconciliations.
• Maintain accurate financial records and recurring financial reports.
• Prepare P&L and other financial information for leadership review.
• Identify discrepancies and follow through to resolution.
• Coordinate with outside accounting and tax professionals as needed.
• Manage day-to-day HR administration and employee records.
• Coordinate payroll processing and maintain payroll documentation.
• Track PTO, time off, benefits, and other employee information.
• Support recruiting and hiring administration.
• Coordinate employee onboarding and offboarding.
• Maintain onboarding/offboarding processes and documentation.
• Coordinate system, technology, email, and carrier access for employees.
• Assist with employee documentation, performance-review administration, and HR compliance.
• Collect, organize, and validate recurring management information.
• Prepare sales, production, retention, financial, and operational reports.
• Track key performance indicators and management dashboards.
• Assist leadership with accurate and timely information for business decisions.
• Assist with administration of the agency management system.
• Manage user access, permissions, carrier portals, and system information.
• Maintain software subscriptions, licenses, and user accounts.
• Assist with licensing, carrier appointments, renewals, and related administrative requirements.
• Maintain organized agency records and documentation.
• Serve as the administrative point of contact with the organization's outside IT provider.
• Coordinate employee computer and technology setup.
• Manage company equipment inventory and technology subscriptions.
• Coordinate user setup and removal.
• Escalate significant technology or cybersecurity concerns to leadership and appropriate professionals.
• Oversee general office administration and facilities needs.
• Manage office supplies, equipment, vendors, and service providers.
• Coordinate routine maintenance and facilities issues.
• Maintain vendor agreements, records, and recurring service schedules.
• Assist with administrative responsibilities related to company-owned property as applicable.
• Document and organize business processes and workflows.
• Develop and maintain SOPs, checklists, forms, templates, and training materials.
• Maintain an organized SOP library and version control.
• Identify opportunities to simplify, improve, or automate recurring administrative processes.
• Assist with day-to-day coordination of outsourced administrative resources.
• Monitor assigned work, turnaround times, and activity.
• Maintain workflows and procedures for outsourced tasks.
• Help coordinate communication between outsourced resources and internal employees.
• Identify performance or workflow issues requiring leadership attention.

Skills

Accounting administration

HR & payroll

Reporting

Office operations

Systems administration

Vendor coordination

Process improvement

Excel

CRM

Agency management systems

Tools

Excel

Agency management system

CRM

Job description

Business Administration Manager (Insurance Agency)

Reports To: President of Operations

Compensation: $85,000-$110,000 annually, depending on experience

Hybrid Or Ideally In Office For Better Company Involvement

This is a broad, hands‑on management opportunity for someone who enjoys taking ownership, creating organization, improving processes, and making sure important work gets completed accurately and efficiently.

The Business Administration Manager will oversee a variety of business functions, including accounting administration, HR and payroll, management reporting, office operations, systems administration, vendor coordination, and process improvement. This individual will work closely with senior leadership while independently managing many of the day‑to‑day administrative functions that keep the organization running smoothly.

Key Responsibilities Accounting & Financial Administration

• Oversee day‑to‑day accounting and bookkeeping processes.
• Manage AP/AR, vendor payments, recurring expenses, and client refunds.
• Track and reconcile carrier commission payments and customer payments.
• Coordinate bank and credit‑card reconciliations.
• Maintain accurate financial records and recurring financial reports.
• Prepare P&L and other financial information for leadership review.
• Identify discrepancies and follow through to resolution.
• Coordinate with outside accounting and tax professionals as needed.

Human Resources & Payroll

• Manage day‑to‑day HR administration and employee records.
• Coordinate payroll processing and maintain payroll documentation.
• Track PTO, time off, benefits, and other employee information.
• Support recruiting and hiring administration.
• Coordinate employee onboarding and offboarding.
• Maintain onboarding/offboarding processes and documentation.
• Coordinate system, technology, email, and carrier access for employees.
• Assist with employee documentation, performance‑review administration, and HR compliance.

Reporting & Business Analytics

• Collect, organize, and validate recurring management information.
• Prepare sales, production, retention, financial, and operational reports.
• Track key performance indicators and management dashboards.
• Assist leadership with accurate and timely information for business decisions.

Agency & Systems Administration

• Assist with administration of the agency management system.
• Manage user access, permissions, carrier portals, and system information.
• Maintain software subscriptions, licenses, and user accounts.
• Assist with licensing, carrier appointments, renewals, and related administrative requirements.
• Maintain organized agency records and documentation.

IT & Technology Coordination

• Serve as the administrative point of contact with the organization's outside IT provider.
• Coordinate employee computer and technology setup.
• Manage company equipment inventory and technology subscriptions.
• Coordinate user setup and removal.
• Escalate significant technology or cybersecurity concerns to leadership and appropriate professionals.

Office & Vendor Administration

• Oversee general office administration and facilities needs.
• Manage office supplies, equipment, vendors, and service providers.
• Coordinate routine maintenance and facilities issues.
• Maintain vendor agreements, records, and recurring service schedules.
• Assist with administrative responsibilities related to company‑owned property as applicable.

Process & SOP Development

• Document and organize business processes and workflows.
• Develop and maintain SOPs, checklists, forms, templates, and training materials.
• Maintain an organized SOP library and version control.
• Identify opportunities to simplify, improve, or automate recurring administrative processes.

Outsourced & Administrative Team Coordination

• Assist with day‑to‑day coordination of outsourced administrative resources.
• Monitor assigned work, turnaround times, and activity.
• Maintain workflows and procedures for outsourced tasks.
• Help coordinate communication between outsourced resources and internal employees.
• Identify performance or workflow issues requiring leadership attention.

Qualifications

The ideal candidate will have experience managing multiple business administration functions, rather than a background limited solely to office management.

• 5+ years of experience in business administration, operations, accounting administration, office management, HR administration, or a related role.
• Experience with bookkeeping, AP/AR, reconciliations, and financial reporting.
• Experience with payroll and HR administration.
• Strong Excel and Microsoft Office skills.
• Experience with business‑management, CRM, or agency‑management systems.
• Experience coordinating with outside accountants, HR professionals, IT providers, vendors, and other professional service providers.
• Strong organizational and project‑management skills.
• Ability to manage multiple priorities, deadlines, and recurring responsibilities.
• Excellent written and verbal communication skills.
• Ability to handle confidential financial, employee, and business information with discretion.
• Self‑directed with the ability to take ownership from start to finish.
• Strong problem‑solving skills and the ability to recommend practical solutions.
• Experience within an insurance agency, financial‑services organization, professional‑services firm, or similarly regulated environment is strongly preferred.

All qualified applicants will receive consideration without regard to race, age, color, sex (including pregnancy), religion, national origin, disability, sexual orientation, gender identity, marital status, military status, genetic information, or any other status protected by applicable laws or regulations.