Office Administrator

Veterans Sourcing Group, LLC; Santa Rosa (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

Veterans Sourcing Group, LLC is seeking an Administrative Support professional to provide dedicated administrative and operational support for the General Office. The role streamlines processes, assists agency stakeholders, and manages mail handling, reception, supplies, and facility requests.

You will assist agents with questions, support new business, ensure governance and compliance through handling financial and operational reports, greet clients at reception, manage discretionary accounts,

Qualifications

• Experience providing administrative and operational support in an office setting.
• Experience handling reception duties and client greetings.
• Familiarity with basic financial processing and reporting tasks.

Responsibilities

• Support General Office operations including mail, reception, supplies, and facility requests.
• Assist agents with questions and process permissible policy changes for new business.
• Handle governance and compliance reporting and discretionary account management.
• Serve as first point of contact at the reception desk and greet clients.

Skills

Administrative support

Reception duties

Client greeting

Governance & compliance

Financial processing

Accounts payable

Office operations

Facilities coordination

Onboarding support

Reporting

Tools

App Central

ALIP

ReadSoft

GO bills

Job description

Job Description:

• Individuals in this role provide dedicated administrative and operational support for the General Office, helping to streamline processes and enhance service for Agency stakeholders. They manage a wide range of responsibilities including resource coordination, financial processing, and oversight of daily office operations such as mail handling, reception, supplies, and facility requests.
• The role supports new business by assisting agents with their questions and processing permissible policy changes. Additionally, this position ensures strong governance and compliance by handling various financial and operational reports.
• Seeking office administrative experience to serve as the first point of contact at the reception desk, greet clients, answer and direct phone calls, support onsite agency field managers, and perform administrative duties, including the management of discretionary accounts, as outlined in the job summary.

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 LogTransfer 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
• Troubleshoot and 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
• End of day reporting

Reporting

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