Operations Administrator

Howden Group Holdings; Miami (FL); On-site; USD 28,000 - 34,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) retirement plan

Flexible Paid Time Off

Paid parental leave

Life and Disability insurance

Job summary

Howden in Miami, FL seeks an Operations Administrator on-site to handle end-to-end mail intake, processing and document management for insurance accounts and deposits.

You will scan, index in Applied Epic, coordinate with broker teams, and support improvements toward digital-first workflows while maintaining confidentiality and compliance.

Qualifications

• Strong attention to detail with ability to process data accurately.
• Ability to follow established processes in a structured environment.
• Good problem-solving skills and proactive learning.
• Organized and able to manage multiple tasks and meet deadlines.
• Confidential handling of client and financial information.

Responsibilities

• Receive, open, and sort incoming physical mail and documents.
• Coordinate with teams for deposit preparation and bank deposits.
• Scan documents with standardized procedures and validate quality.
• Upload and index docs in Applied Epic; ensure system of record.
• Coordinate with Agency/Broker teams and route discrepancies.
• Identify process improvements and support digital-first workflows.

Skills

Attention to detail

Process adherence

Problem solving

Organization

Clear communication

Team player

Adaptability

Compliance awareness

Basics of accounting

Billing exposure

Tools

AppliedEpic

Job description

Who are we? Howden is a global insurance group with employee ownership at its heart. Together, we have pushed the boundaries of insurance. We are united by a shared passion and no-limits mindset, and our strength lies in our ability to collaborate as a powerful international team comprised of 24,000 employees spanning over 56 countries. People join Howden for many different reasons, but they stay for the same one: our culture. It's what sets us apart, and the reason our employees have been turning down headhunters for years. Whatever your priorities – work / life balance, career progression, sustainability, volunteering – you'll find like-minded people driving change at Howden.

What is the role? We are seeking an Operations Administrator in Miami, FL with an on-site work schedule.

ROLE SUMMARY

The role is responsible for end-to-end intake, processing, and management of incoming mail and documents, including receipt, review, sorting, scanning, validation, and coordination for check handling and deposits.

What will you be doing?

Mail Intake & Processing

• Receive, open, and sort incoming physical mail (carrier documents, policies, invoices, endorsements, certificates, etc.)
• Coordinate with appropriate teams upon receipt of checks, including preparation and facilitation of bank deposits

Scan all incoming physical documents using standardized procedures

• Validate scan quality (clarity, completeness, correct orientation)

Document Filing & System Upload (AppliedEpic)

• Upload and attach all documents to the appropriate account, policy, or activity within Applied Epic
• Accurately index documents using naming conventions, and activity codes
• Confirm all required documentation is saved to Epic as the system of record for audit and compliance purposes

Coordination with Agency/Broker Teams

• Validate document classification
• Route misdirected or incomplete items
• Resolve discrepancies or missing information
• Escalate time-sensitive or incomplete documentation to appropriate stakeholders

Process Improvement & Operational Support

• Identify opportunities to improve mail handling, scanning, and document workflows
• Support transition toward digital-first processes and document ingestion tools
• Assist with backlog processing or high-volume periods as needed

What are we looking for?

Qualifications

• Strong attention to detail with the ability to process data accurately
• Ability to follow established processes and work effectively in a structured environment
• Good problem-solving skills, with the ability to identify issues and upscale when needed
• Organized and able to manage multiple tasks and meet deadlines
• Clear written and verbal communication skills
• Team-oriented mindset with a collaborative approach to work
• Positive, proactive attitude with a willingness to learn and develop
• Ability to work in a fast-paced environment and adapt to changing priorities
• Basic awareness of compliance and the importance of following company policies
• Basic understanding of accounting or insurance business processes; exposure to billing or finance operations is a plus
• Ability to maintain confidentiality and handle sensitive client and financial information with discretion
• Demonstrated reliability, accountability, and consistency in executing repetitive, process-driven tasks

Compensation and Benefits

The expected base salary range for this role is $20-$25 per hour for a 3-month contract; actual base salary will be determined based on factors including candidate experience and work location. This role is classified as non-exempt under the Fair Labor Standards Act (FLSA). In addition to a competitive base salary, employees are eligible to receive a discretionary bonus.

• Medical, dental, and vision insurance, including healthcare savings and reimbursement accounts
• 401(k) retirement plan
• Flexible Paid Time Off and paid parental leave
• Life and Disability insurance

Our sustainability promise

We're on a life-long journey to become an ever-more sustainable group. It's a commitment to taking care of our people and the world we live in, to doing good business, and to making a positive impact wherever we can. Our governance processes, company policies, and review systems are all geared towards our goal of making a positive impact in the world. You can read more about our sustainability work here.

What do we offer in return?

A career that you define. At Howden, we value diversity – there is no one Howden type. Instead, we're looking for individuals who share the same values as us: Our successes have all come from someone brave enough to try something new We support each other in the small everyday moments and the bigger challenges We are determined to make a positive difference at work and beyond

Reasonable adjustments

We're committed to providing reasonable accommodations at Howden to ensure that our positions align well with your needs. Besides the usual adjustments such as software, IT, and office setups, we can also accommodate other changes such as flexible hours* or hybrid working*.

*Not all positions can accommodate changes to working hours or locations.

Fixed Term Contract (Fixed Term)

Howden began in 1994, as just three people and a dog. Now there are 23,000 of us, and we're a leading global insurance group, managing $37bn of premiums for our clients. Our largest shareholder group is us – the people who work in the business – supported by three long-term, minority growth-equity partners who share our vision to build a business to last, one that will never be sold. The owner's mindset is something that’s embedded in our culture; our people readily take ownership of their decisions, their actions, and their outputs. They’re invested in every sense. And we all know that by working together to drive the business forward, everyone will benefit from the extraordinary results we can achieve.