Operations Consultant

Phyton Talent Advisors; Santa Rosa (CA); On-site; USD 52,000 - 66,000; Full time

Job summary

Phyton Talent Advisors is seeking an organized office administrator to support the daily operations of a General Office, welcoming visitors and assisting agents and leadership.

You will manage mail, room reservations, supplies, and communications, and coordinate resources for agents, including mailboxes, keys, phones, and access, while supporting workflows and policy servicing.

Qualifications

• Experience in office administration, operations, or customer service.
• Strong organizational skills and attention to detail.
• Professional written and verbal communication with a service focus.
• Ability to handle financial transactions following procedures.
• Comfort learning internal systems for process-driven work.
• Experience with insurance agency operations or financial services is a plus.

Responsibilities

• Greet visitors and agents, answer calls, and direct inquiries to the right team.
• Manage daily office needs: mail, conference room reservations, supplies, and communications.
• Coordinate resources for agents, including mailboxes, keys, phones, and access.
• Support new business workflows, case visibility, and policy servicing changes.
• Prepare amendments, track appeals, and reassign cases when needed.
• Assist with accounts payable, check processing, deposits, and reimbursements.
• Maintain operational records: agent assignments, gift logs, transfers of interest.
• Coordinate office events, moves, and maintenance requests; resolve tech/phone issues.
• Prepare and distribute office communications and assist with monthly reports.

Skills

Office administration

Operations

Customer service

Tools

App Central

ALIP

Job description

We are seeking an organized, service-focused professional to support the daily operations of a General Office. This role provides administrative and operational support to agents, office leadership, and other stakeholders. The ideal candidate is comfortable handling a variety of requests, keeping processes on track, and delivering a professional experience to both visitors and internal teams.

Responsibilities:

• Serve as a point of contact for visitors and agents by greeting guests, answering calls, responding to inquiries, and directing requests to the right team.
• Manage daily office needs, including mail, conference room reservations, supplies, business cards, facility requests, and office communications.
• Coordinate resources for new and departing agents, including mailboxes, keys, phones, and security access.
• Support agents with new business workflows, case visibility, client information requests, and permissible policy changes.
• Prepare application amendments, track appeals through resolution, and help reassign pending cases when agents leave.
• Assist with accounts payable, check processing and deposits, expense reimbursements, discretionary accounts, and end-of-day financial activity.
• Maintain accurate operational records, including agent assignments, gift logs, signature guarantees, and transfers of interest.
• Help coordinate office events, moves, maintenance requests, and the resolution of onsite technology or phone issues.
• Prepare and distribute office communications and provide backup support for monthly financial and operational reports.

Qualifications:

• Experience in office administration, operations, or customer service; insurance or financial services experience is a plus.
• Strong organizational skills and attention to detail, with the ability to manage competing requests.
• Professional written and verbal communication skills and a helpful, service-oriented approach.
• Comfort handling financial transactions and confidential information while following established procedures.
• Ability to learn internal systems and support process-driven new business and policy servicing work.
• Experience with insurance agency operations, accounts payable, App Central, or ALIP would be helpful.