Sales Operations Coordinator (4680)

The Word & Brown Companies; Orange (CA); On-site; USD 52,000 - 72,000; Full time

Job summary

The Word & Brown Companies is seeking a Sales Operations Coordinator to assist the Sales Division with administrative duties and operations supporting new business sales, renewals, and retention processes.

Key tasks include managing inboxes and calendars, distributing reports, tracking referrals, and handling confidential information with care. The role emphasizes strong communication, organization, and teamwork in a fast-paced environment.

Qualifications

• Must speak fluent English with clear written and oral communication.
• Detail oriented, able to work independently in fast pace.
• Strong computer skills with MS Office and emails.
• Able to time manage, prioritize, and meet deadlines.
• Work well in a team and follow directions.
• Maintain confidentiality and HIPAA guidelines.
• Professional in attitude, appearance and attendance.

Responsibilities

• Manage and monitor inboxes and distribute emails promptly.
• Manage Sales Support calendar and track reports.
• Run and distribute daily and weekly department reports.
• Confirm and track referrals from CalChoice and ChoiceBuilder.
• Update and distribute organizational materials.
• Submit broker and agency changes as needed.
• Complete broker/agency cleanup projects as assigned.
• Assist with ad-hoc reporting and miscellaneous requests.
• Handle PHI/HIPAA data with strict confidentiality.

Skills

Fluent English communication

Attention to detail

Time management

MS Windows & Office

Team player

Confidentiality & HIPAA

Professional conduct

Attendance & punctuality

Education

High School Diploma or equivalent

Associate degree preferred

Two years in fast-paced office

Related business/industry experience a plus

Tools

Microsoft Word

Microsoft Excel

Office Suite

Job description

Purpose Of Position

The Sales Operations Coordinator will assist the Sales Division with various administrative duties and operational functions, related to the support of new business sales, renewals and retention processes.

Purpose Of Position

The Sales Operations Coordinator will assist the Sales Division with various administrative duties and operational functions, related to the support of new business sales, renewals and retention processes.

Essential Functions

• Manage and monitor CHOICE Sales Division inboxes and properly distribute emails in a timely manner.
• Manage Sales Support calendar.
• Run and distribute daily and weekly Department Reports
• Confirm and track CalChoice and ChoiceBuilder referrals
• Update, maintain and distribute organizational materials.
• Submit broker and agency-level changes as needed.
• Complete broker and agency clean-up projects as assigned.
• Assist Sales Operations Manager with ad-hoc reporting, and other miscellaneous requests.
• Handle proprietary and non-routine information with strict confidentiality
• Perform other business tasks or functions as assigned.

Qualifications

Knowledge, Skills & Abilities Required

• Must speak fluent English and possess a high standard of communication skills, both written and oral. Written communication must be clear, concise, easy to read and comprehend.
• Must be detailed oriented and capable of working independently in a fast-paced environment, assess situations quickly, and make logical and appropriate decisions; must meet deadlines.
• Must possess a strong working knowledge of computers, Microsoft Windows and applicable programs. I.e. Word, Excel, etc.
• Must be able to implement the key principles of time management, task allocation and priority assignment in addition to personal organization.
• Must demonstrate the ability to work in a team environment and follow directions.
• Must be flexible to the needs of the company. Must be honest and trustworthy, possess cultural awareness and sensitivity, and demonstrate sound work ethic.
• Must be mature and professional in attitude and appearance.
• Must adhere to regular attendance and punctuality.
• Adhere to all PHI (Protected Health Information) and HIPAA (Health Insurance Portability and Accountability Act) guidelines.

Additional Competencies

• Action Oriented, Customer Focus, Patience, Priority Setting, Time Management

In addition to the KSAs and Additional Competencies listed above, there are more competencies related to this position. Please refer to the Individual Contributor – Associate competency addendum.

Educational Requirements

• High School Diploma or equivalent required.
• Associate’s degree or equivalent preferred.
• Two (2) years of experience in a fast-paced, service oriented, office work environment.
• Related business/industry experience a plus.

Physical Requirements

Must be able to sit for extended periods of time and occasional standing and walking. Must have adequate hearing for phone work. Vision requirements include close vision and the ability to adjust focus. Must be able to communicate effectively in English. Must be able to use a keyboard and other office equipment. Ability to lift up to 10 pounds occasionally.