Operations Consultant - I (USD)

Spectraforce Technologies; Los Angeles (CA); On-site; USD 28,000 - 41,000; Full time

Job summary

Spectraforce Technologies is seeking an Operations Specialist in Los Angeles, CA to provide frontline administrative and operational support. The role handles reception, client greeting, phone inquiries, and coordination with agency field managers while ensuring smooth daily office operations.

Key responsibilities include mail handling, office supply management, event coordination, and processing routine financial and administrative tasks to support governance and compliance within the General

Qualifications

• Experience in office administration or reception roles.
• Ability to greet clients and answer/direct calls.
• Experience supporting field managers or operations teams.
• Strong organizational and record-keeping abilities.
• Attention to governance and reporting requirements.

Responsibilities

• Greet clients and answer phones as the first point of contact.
• Manage mail, supplies, and conference room bookings.
• Support on-site agency field managers and coordinate tasks.
• Process routine financial and administrative reports.
• Assist with documentation and compliance related tasks.

Skills

Reception duties

Administrative support

Phone handling

Client service

Office management

Communication skills

Job description

Operations Specialist

Location: Los Angeles, CA 90010

Hours: 8:30am - 5pm, Mon - Fri

Duration: 6 months, potentional conversion

Note: Korean language skills are preferred and considered a strong asset, but are not required.

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 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 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

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 reportingOutstanding Check Report
• Returned Check Report
• Cash Premium Settlement Report
• Hoteling/rent/phone Report
• Gift Log (quarterly