Office Administrator

Matlen Silver; Santa Rosa, Northern (CA, KY); Hybrid; USD 50,000 - 70,000; Full time

Benefits offered by this job

Health insurance

401(k) plan

Job summary

Matlen Silver is seeking an Office Administrator in Santa Rosa, CA for a 6-month contract to serve as the first point of contact at the reception desk and support onsite agency field managers with administrative duties. The role includes managing mail, scheduling, supplies, and various office operations to ensure efficient governance and compliance.

Ideal candidates have office administrative experience, strong communication skills, and the ability to process discretionary accounts while

Qualifications

• Experience as office administrator or receptionist preferred.
• Ability to handle mail, reconciliations, and basic accounting tasks.
• Strong governance and compliance awareness in administrative roles.

Responsibilities

• Greet clients and answer/redirect phone calls at the reception.
• Support agency field managers and manage discretionary accounts.
• Handle mail, scheduling, supplies, and facility requests; maintain reports.

Skills

Reception duties

Phone handling

Facilities support

Document processing

Tools

App Central

ALIP

Job description

***Due to client requirements this role is only open to USC or GC W2 candidates***

Job Title: Office Administrator

Duration: 6 months (possible conversion)

Location: Santa Rosa CA

Job Summary:

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.

Role Summary:

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.

Administrative Support

• Agency Manager Admin Support
• Handle mail (ICFR Log, scanning paper apps, depositing checks, etc.)
• Agent Assignments – Processing
• Agent of the Day
• Business Cards Ordering
• Client Information Requests
• Conference Rooms Reservations
• Contract Maintenance - Distribution Emails
• Copier Charges – Reconcile
• Council - Travel Allowance/Reimbursement
• Employment Verification - Active Agents
• Fingerprint and I-9 verification
• GO Announcements/Communications
• Group Benefit Issues
• ICFR Logs
• MDRT Recognition - Application Tracking and Approval
• Occupancy - Agreements, Rental Escalations and Adjustments
• Order Supplies
• Policy Assembly
• Postage - Funds and Supplies
• R&D Statements - Distribute to Partners and SDM's
• Reception - Answer Phones, Greet Guests
• 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 tea

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 Debits, including Special Debit Arrangements
• Ledger Liens and Garnishments
• Ledger Withdrawal EFT & Paper Check
• Suspending funds via MPP form
• 407(b) Brokerage Letters
• Building Maintenance Requests
• Contest Logs Gift Log
• Transfer of Interest
• Assign pending cases from terminated Agents to identified active Agents
• 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 Outstanding Check Report
• Returned Check Report
• Cash Premium Settlement Report
• Hoteling/rent/phone Report
• Gift Log (quarterly

About Matlen Silver

Experience Matters. Let your experience be driven by our experience. For more than 40 years, Matlen Silver has delivered solutions for complex talent and technology needs to Fortune 500 companies and industry leaders. Led by hard work, honesty, and a trusted team of experts, we can say that Matlen Silver technology has created a solutions experience and legacy of success that is the difference in the way the world works.

Matlen Silver is an Equal Opportunity Employer and considers all applicants for all positions without regard to race, color, religion, gender, national origin, age, sexual orientation, veteran status, the presence of a non-job-related medical condition or disability, or any other legally protected status.

If you are a person with a disability needing assistance with the application or at any point in the hiring process, please contact us at email and/or phone at: [e-mail] // 908-393-8600

At The Matlen Silver Group, Inc., W2 employees are eligible for the following benefits:

• Health, vision, and dental insurance (single and family coverage)
• 401(k) plan (employee contributions only)