Office Administrator

HomeServices of America; Gardendale (AL); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

Medical

Health Savings Account

Dental

Vision

Life Insurance

Paid Vacation (PTO)

401(k) with employer match

Flexible Spending Account

Employee Assistance Program (EAP)

Job summary

HomeServices of America in Gardendale, AL seeks an administrative support specialist to assist the branch manager and sales associates, oversee office operations, recruit and train staff, enforce company policy, and deliver customer service. You will review submissions, update AMS data, process applications, coordinate with carriers, ensure regulatory compliance, and look for efficiency improvements.

One to two years' experience and an Associate’s degree or equivalent, plus an agent/broker

Qualifications

• Associate’s degree or equivalent work experience.
• 1–2 years processing or servicing experience with independent agency (or equivalent).
• Appropriate state agent/broker insurance license is required.

Responsibilities

• Review new business submissions for completeness, accuracy, and regulatory compliance.
• Evaluate risk and perform quality assurance on coverage selections, rating accuracy, and supporting documentation.
• Maintain and update client, policy, and transaction data in the AMS with high accuracy and audit readiness.
• Process insurance applications end-to-end, ensuring all required forms and documentation are complete and compliant.
• Submit business to carriers, monitor underwriting status, and ensure timely, accurate policy issuance aligned with quoted terms.
• Reconcile issued policies in AMS, verifying coverage, premiums, and endorsements against bound terms.
• Collaborate with agents, sales teams, and carriers to resolve discrepancies and obtain outstanding requirements.
• Ensure compliance with DOI regulations and company standards; maintain organized, audit ready documentation.
• Identify process improvement opportunities to enhance efficiency, reduce errors, and improve underwriting quality.
• Escalate potential errors & omissions (E&O), compliance risks, and customer concerns to leadership promptly.
• Perform any additional responsibilities as requested or assigned.

Education

Associate’s degree or equivalent work experience

Job description

This position provides administrative support to the branch manager and sales associates, oversees and performs office operation duties, recruits and trains staff, interprets and enforces company policy and provides customer service. Duties may vary depending on the size of the real estate sales office.

Job Duties And Responsibilities (Essential Job Functions)

Common job activities are listed below; actual position responsibilities may vary. Refer to your manager or human resources for specific duties and performance expectations.

• Review new business submissions for completeness, accuracy, and compliance with underwriting guidelines and regulatory requirements (10-20%)
• Evaluate risk and perform quality assurance on coverage selections, rating accuracy, and supporting documentation (10-20%)
• Maintain and update client, policy, and transaction data in the Agency Management System (AMS) with high accuracy and audit readiness (5-10%)
• Process insurance applications end-to-end, ensuring all required forms and documentation are complete and compliant (5-10%)
• Submit business to carriers, monitor underwriting status, and ensure timely, accurate policy issuance aligned with quoted terms (10-20%)
• Reconcile issued policies in AMS, verifying coverage, premiums, and endorsements against bound terms (5-10%)
• Collaborate with agents, sales teams, and carriers to resolve discrepancies and obtain outstanding requirements (0-5%)
• Ensure compliance with DOI regulations and company standards; maintain organized, audit ready documentation (5-10%)
• Identify process improvement opportunities to enhance efficiency, reduce errors, and improve underwriting quality (5-10%)
• Escalate potential errors & omissions (E&O), compliance risks, and customer concerns to leadership promptly (5-10%)
• Perform any additional responsibilities as requested or assigned. (0-5%)

Performance Expectations

• Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
• Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism.
• Establish and maintain positive and productive work relationships with all staff, customers, and business partners.
• Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development.
• Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities.

Qualifications

Education:
Associate’s degree or equivalent work experience and knowledge.

Experience

One to Two years successful processing or servicing experience with independent agency (or equivalent).

Knowledge And Skills

Appropriate state agent/broker insurance license is required.

Benefits

• Medical
• Health Savings Account
• Dental
• Vision
• Life Insurance
• Paid Vacation (PTO)
• 401(k) with employer match
• Flexible Spending Account
• Employee Assistance Program (EAP)

Equal Opportunity Employer