Operational Specialist

Phyton Talent Advisors; Los Angeles (CA); On-site; USD 60,000 - 75,000; Full time

Job summary

Phyton Talent Advisors seeks an Operations Specialist to provide administrative and operational support to the General Office, streamlining processes and ensuring high-quality service to agency stakeholders.

You will manage daily office activities, coordinate resources, process financial transactions, support new business activities, and maintain compliance and reporting in a fast-paced environment.

Qualifications

• Experience in operations or office administration, preferably in financial services or insurance.
• Strong organizational and time-management abilities for handling multiple priorities.
• Excellent written and verbal communication with attention to detail.
• Ability to handle confidential information with discretion and professionalism.
• Willingness to learn new systems and adapt to processes.

Responsibilities

• Provide administrative and operational support to Agency Managers, agents, and General Office leadership.
• Manage daily office activities, including reception, phones, mail, scheduling, supplies, and facility requests.
• Process and track mail-related activities, checks, and policy documents.
• Coordinate resources for new and departing agents, including security access and workspace needs.
• Process accounts payable, deposits, reimbursements, ledger transactions, and end-of-day activities.

Skills

Organizational skills

Time management

Communication skills

Customer service

Problem solving

Systems learning

Education

Bachelor's degree (preferred)

Tools

MS Office

Job description

The Operations Specialist provides administrative and operational support to the General Office, helping streamline processes and deliver high-quality service to agency stakeholders. This position manages daily office operations, coordinates resources, processes financial transactions, supports new business activities, and maintains operational controls and reporting. The ideal candidate is organized, detail-oriented, and comfortable managing multiple priorities in a fast-paced office environment.

Key Responsibilities

• Provide administrative and operational support to Agency Managers, agents, and General Office leadership.


• Manage daily office activities, including reception, phones, incoming mail, conference-room scheduling, supplies, postage, and facility requests.


• Process and track mail-related activities, including ICFR logs, paper applications, checks, and policy documents.


• Coordinate resources for new and departing agents, including mailboxes, keys, security access, phones, and workspace needs.


• Process accounts payable, checks, deposits, expense reimbursements, ledger transactions, and end-of-day account activities.


• Manage discretionary accounts, ledger withdrawals, liens, garnishments, and special debit arrangements.


• Support agents with new business processes and systems, including App Central and ALIP.


• Process permitted policy changes, including face-amount reductions, name, date-of-birth and address corrections, payment-mode changes, and rider removals.


• Prepare and edit application amendments and track appeals through resolution.


• Assist with commission inquiries, Transfers of Interest, signature guarantees, TAS requests, tax-audit letters, and related operational activities.


• Assign pending cases from terminated agents to active agents and route orphaned clients to the appropriate point of contact.


• Maintain required compliance and operational records, including ICFR logs, gift logs, TAS warnings, and supporting documentation.


• Coordinate General Office moves, renovations, building maintenance, and internal events.


• Help troubleshoot onsite technology, telephone, and network issues.


• Serve as backup for monthly reporting, including outstanding checks, returned checks, cash premium settlements, office expenses, and gift reporting.

Qualifications

• Previous experience in operations, office administration, financial services, insurance, or a related support role.


• Strong organizational and time-management skills with the ability to manage multiple priorities.


• High attention to detail and accuracy when processing financial transactions and maintaining records.


• Strong written and verbal communication skills.


• Proficiency with Microsoft Office, including Outlook, Word, and Excel.


• Ability to learn and work within new business, policy administration, and financial-processing systems.


• Strong customer-service skills and the ability to support agents, managers, clients, and internal stakeholders professionally.


• Ability to handle confidential financial, employee, and client information with discretion.


• Strong problem-solving skills and the ability to follow established operational and compliance procedures.


• Bachelor’s degree preferred but not required.