Hybrid Client Data & Insurance Ops Analyst

IMA Financial Group; Pasadena (CA); Hybrid; USD 65,000 - 70,000; Full time

Benefits offered by this job

Annual Performance Bonus

Stock Purchase

Medical Plans

Prescription Drugs

Dental

Vision

Family Assistance Program

FSA

HSA

Pre-Tax Parking Plan

401(k)

Life/AD&D

Accident

Critical Illness

Hospital Indemnity

Long Term Care

Short-term Disability

Long-term Disability

Business Travel Accident

Identity Theft

Paid Time Off

Flexible Work Options

Paid Holidays

Sabbatical

Gift Matching

Well-Being Stipend

Personal and Professional Development

Job summary

IMA Financial Group in Pasadena, CA is seeking a detail‑oriented office administrator for a hybrid role. You will handle client data entry, insurance documentation, policy uploads, and routine calls, while supporting the Client Manager and CM teams in a fast paced environment.

The position requires at least one year of office or administrative experience; you will gain insurance knowledge and grow with an entrepreneurial, owner‑driven company that offers a comprehensive benefits package and

Qualifications

• Minimum 1 year office or administrative experience and/or training required.
• Ability to conduct yourself in a professional, collaborative, and respectful manner within a team environment.
• Demonstrates excellent time management and organization skills.
• Dependable, self-motivated, and willing to gain insurance knowledge.

Responsibilities

• Client data entry into agency management system for updated applications.
• Issue or oversee the issuance of certificates of insurance and the renewal process.
• Issue evidence of property insurance, automobile ID cards, and order change requests.
• Upload insured's policies into EPIC, Passport and arrange mailing if applicable (requested by client).
• Transmittal memos, request loss runs, order WC, claim status, and experience modification worksheet.
• Update proposal drafts where assistance is needed by CM.
• Follow up on cancellation and reinstatement notices.
• Update suspense and follow-up on activities for second request if needed.
• Attach emails to Epic.
• Check and process endorsements and audits.
• Invoice endorsements, audits, and other items as instructed.
• Process routine mail as instructed.
• Handle routine phone calls.
• Back up telephones when Client Manager is unavailable.
• Special projects, word processing and Excel as instructed.
• Policy pre-checking.
• Online rating and premium finance agreements.

Skills

Office experience

Time management

Organization skills

Professional conduct

Team collaboration

Tools

Indio

EPIC

Passport

Word Processing

Excel

Job description

IMA Financial Group in Pasadena, CA is seeking a detail‑oriented office administrator for a hybrid role. You will handle client data entry, insurance documentation, policy uploads, and routine calls, while supporting the Client Manager and CM teams in a fast paced environment.

The position requires at least one year of office or administrative experience; you will gain insurance knowledge and grow with an entrepreneurial, owner‑driven company that offers a comprehensive benefits package and