Operations Specialist

Soho Square Solutions; Santa Rosa (CA); On-site; USD 42,000 - 56,000; Full time

Job summary

Soho Square Solutions is seeking an office administrator to be the first point of contact at the reception desk, greet clients and route calls, and support onsite agency field managers with daily administrative duties.

The role covers a broad scope including resource coordination, financial processing, mail handling, travel and expense workflows, and maintaining office supplies and facilities. It also supports new business workflows and policy changes while ensuring governance and compliance.

Responsibilities

• Agent Assignments - Processing
• Agent of the Day
• Business Cards Ordering
• Client Information Requests
• Conference Rooms Reservations
• Contract Maintenance - Distribution Emails
• Council - Travel Allowance/Reimbursement
• Fingerprint and I-9 verification
• GO Announcements/Communications
• ICFR Logs
• MDRT Recognition - Application Tracking and Approval
• Occupancy - Agreements, Rental Escalations and Adjustments
• Order Supplies
• Postage - Funds and Supplies
• R&D Statements - Distribute to Partners and SDM’s
• 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
• 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 Liens and Garnishments
• Ledger Withdrawal EFT & Paper Check
• Building Maintenance Requests
• 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.
• Commission inquiries and Transfers of Interest
• Facilities management
• GO moves, remodels, and event coordination
• Troubleshoot and resolve onsite technology, Telephony and network issues.
• Signature Guarantees and reporting
• TAS opt-outs, extensions, and CAP waivers
• TAS warnings and tax audit letter management
• End of day reporting
• Act as back-up to the Service Leader on monthly reporting Outstanding Check Report

Job description

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

• Agent Assignments - Processing


• Agent of the Day


• Business Cards Ordering


• Client Information Requests


• Conference Rooms Reservations


• Contract Maintenance - Distribution Emails


• Council - Travel Allowance/Reimbursement


• Fingerprint and I-9 verification


• GO Announcements/Communications


• ICFR Logs


• MDRT Recognition - Application Tracking and Approval


• Occupancy - Agreements, Rental Escalations and Adjustments


• Order Supplies


• Postage - Funds and Supplies


• R&D Statements - Distribute to Partners and SDM’s


• 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 Liens and Garnishments


• Ledger Withdrawal EFT & Paper Check

Maintenance and Logistics

• Building Maintenance Requests


• 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 reporting Outstanding Check Report