Office Administrator

Veterans Sourcing Group, LLC; Los Angeles (CA); On-site; USD 45,000 - 60,000; Full time

Job summary

Veterans Sourcing Group, LLC is seeking an Office Administrator & Operations Specialist to support the General Office, streamline processes, and enhance service to Agency stakeholders. The role covers administrative tasks, accounting-related duties, and facilities management in a fast-paced environment.

Responsibilities include coordinating resources, handling mail and supplies, supporting new business onboarding, processing policy changes, and ensuring governance through reports.

Qualifications

• Administrative and operational support for a General Office.
• Strong organizational and multitasking abilities.
• Excellent communication and reception skills.

Responsibilities

• Administrative Support: Agent Assignments, Conference Room Reservations, Office supply management, Mail handling, and records maintenance.
• Accounts and Financial Management: End-of-day closures, basic ledger checks, and expense processing.
• Maintenance and Logistics: Building maintenance requests and asset coordination.
• New Business & Case Visibility: Support onboarding and client case tracking, amendments processing, and compliance checks.
• Reporting: Assist monthly reporting and data compilation.

Job description

Job Title: Office Administrator & Operations Specialist

Hours: 8:30 AM – 5:00 PM

Language: Korean language skills preferred and considered a strong asset, but not required

Job Description:

• Provide administrative and operational support for the General Office, streamlining processes and enhancing service for Agency stakeholders.
• Responsibilities span resource coordination, financial processing, and daily office operations including mail, reception, supplies, and facility requests.
• Support new business by assisting agents with questions and processing permissible policy changes.
• Ensure governance and compliance by handling financial and operational reports.
• Serve as first point of contact at reception greeting clients, directing calls, supporting field managers, and managing discretionary accounts.

Responsibility:

Administrative Support

• Agent Assignments – Processing
• Agent of the Day
• Business Cards Ordering
• Client Information Requests
• Conference Room Reservations
• Contract Maintenance – Distribution Emails
• Council – Travel Allowance/Reimbursement
• Fingerprint and I-9 verification
• GO Announcements/Communications
• ICFR Logs
• MDRT Recognition – Application Tracking and Approval
• Occupancy – Agreements, Rental Escalations and Adjustments
• Order Supplies
• Postage – Funds and Supplies
• R&D Statements – Distribute to Partners and SDMs
• Resource Assignment for New Agents – Mailboxes, keys, security access, phones, etc.
• Resource Removal for Terminated Agents – Mailboxes, keys, security access, phones, etc.
• Routing Orphan Clients to Agent of the Day; providing Policy Summary requests
• TAS Warning Tracking – 4 Month Triggering Initial – coordinate with Onboarding team

Accounts and Financial Management

• Close accounts for End-of-Day
• Accounts Payable – P-Card, ReadSoft, GO bills
• Check – Approval (Ledger), Deposit and Print
• Discretionary Accounts for MP, GO Account, EP, SP, Partner
• Expense Allowance – Submissions and Approvals
• Ledger Liens and Garnishments
• Ledger Withdrawal EFT & Paper Check

Maintenance and Logistics

• Building Maintenance Requests
• Gift Log
• Transfer of Interest
• Assign pending cases from terminated Agents to identified active Agents

New Business & Case Visibility

• Maintain working knowledge of New Business workflows and systems (e.g., App Central, ALIP)
• Support Agents in understanding how to view and manage their cases
• Process CDCs for reductions in face amount, correcting name/DOB/address, mode changes, and removing a rider. No VULs or Part IIs and nothing that increases risk
• Prepare and edit amendments in our application systems
• Understand and track the appeals process, including monitoring in system through to resolution
• Assist with commission inquiries and Transfers of Interest, facilities management, GO moves, remodels, and event coordination, and troubleshoot/resolve onsite technology, Telephony, and network issues
• Process Signature Guarantees and reporting, TAS opt-outs, extensions, and CAP waivers, TAS warnings and tax audit letter management, and end of day reporting

Reporting

• Act as back-up to the Service Leader on monthly reporting