Agency Operations Coordinator

Role Overview

Insurability is seeking a highly organized and execution\-focused Agency Operations Coordinator to support and coordinate day\-to\-day agency operations.

This is a hands\-on, entry\-level operations support role responsible for helping keep the agency organized across client servicing, intake, quoting support, billing support, internal workflows, and remote team coordination. The position plays an important role in keeping tasks moving, maintaining follow\-up, and supporting the structure of a growing insurance agency.

This is not a passive administrative role. The ideal candidate is proactive, detail\-oriented, dependable, and capable of maintaining organization in a fast\-paced environment.

Key Responsibilities

1\. Operational Coordination \& Workflow Control

• Coordinate and track daily agency operations across servicing, intake, billing, quoting support, and administrative workflows.
• Ensure tasks are completed accurately and on time across internal team members and systems.
• Maintain visibility on open items, follow\-ups, pending actions, and incomplete tasks.

2\. Client Servicing \& Policy Support

• Process endorsements, policy updates, and client requests.
• Assist with billing inquiries, payment processing, payment follow\-up, and account updates.
• Maintain accurate and organized policy records within the agency management system.

3\. Intake \& Quoting Support

• Collect and verify required information for new business submissions.
• Prepare complete and accurate submission packages for quoting.
• Follow up with clients, carriers, MGAs, and internal team members to ensure timely processing.

4\. Process Support \& SOP Assistance

• Assist in documenting workflows, checklists, and standard operating procedures.
• Identify inefficiencies and communicate process gaps.
• Support the organization and structure of internal systems and files.

5\. Team Coordination / Remote Support Staff

• Help assign, organize, and track tasks for remote team members as directed.
• Follow up on task completion and escalate issues as needed.
• Help maintain accountability and workflow consistency across the team.

6\. Office Presence \& Administrative Support

• Serve as the onsite point of contact for daily agency operations.
• Manage communication flow including calls, emails, scheduling, and follow\-ups.
• Support general office organization and administrative needs.

Systems \& Training

This role requires use of the agency management system for client servicing, workflow tracking, policy records, and daily agency operations.

AMS training will be required, and successful completion/pass of required training must be completed before beginning live work in the system.

Qualifications

• 5\+ years of experience in insurance, office operations, or administrative coordination.
• Strong understanding of insurance policy servicing and client support.
• Highly organized with strong attention to detail.
• Ability to manage multiple tasks and prioritize effectively.
• Strong communication and follow\-up skills.
• Experience working with remote team members is a plus.
• Proficiency in Microsoft Office, Excel, Outlook, Teams, and agency management systems or similar platforms.

Success Profile

The ideal candidate:

• Takes ownership of assigned tasks and follows through without constant direction.
• Maintains structure and organization in a fast\-paced environment.
• Communicates clearly and follows up consistently.
• Identifies problems and works toward solutions.
• Is dependable, proactive, and detail\-oriented.
• Is willing to learn systems, follow procedures, and improve accuracy over time.

Growth Opportunity

This role is designed as a foundational operations support position with the opportunity to grow based on reliability, accuracy, system proficiency, and demonstrated ability over time.

Compensation

Compensation will be based on experience and performance, with opportunities for growth and increased responsibility over time.

How to Apply

Submit your resume and a brief summary of your experience relevant to insurance, office operations, administrative coordination, or client support.

Pay: From $17\.00 per hour

Application Question(s):

• 3\. How many years of experience do you have in insurance, office operations, administrative coordination, or client service?

Question type: Multiple choice

Options:

No experience

Less than 1 year

1–2 years

3–5 years

5\+ years

• 8\. Which systems or tools have you used? Select all that apply.

Question type: Multiple select

Options:

Microsoft Outlook

Microsoft Excel

Microsoft Teams

Agency management system / AMS

CRM system

Task management system

Carrier or insurance portals

None of the above

• 1\. Are you able to work onsite in Charlotte, NC?
• 2\. This is an onsite, entry\-level agency operations support role. Are you comfortable supporting day\-to\-day administrative, client service, intake, billing, and workflow tasks?
• 4\. Do you have experience working in an insurance agency, insurance office or similar insurance environment?
• 5\. Please briefly describe your experience with insurance servicing, client support, policy changes, billing support, or office administration.
• 6\. Are you comfortable learning and using an agency management system tool to track clients, policies, tasks, and workflow activity?
• 7\. This role requires completing required AMS/system training and passing before beginning live work in the system. Are you willing to complete the required training?
• 9\. Are you comfortable following up with clients, carriers, MGAs, and internal team members by phone and email?
• 10\. This role requires tracking open items, follow\-ups, pending tasks, and incomplete documents without constant reminders. Are you comfortable with that responsibility?
• 11\. Have you ever worked with remote team members, virtual assistants, or offsite staff?
• 12\. Please describe a time you had to stay organized while handling multiple tasks, deadlines, or follow\-ups.
• 13\. Are you comfortable with repetitive administrative work such as data entry, document tracking, file organization, and task follow\-up?
• 14\. What interests you about working in an insurance agency operations support role?
• 15\. When would you be available to start?

Question type: Multiple choice

Work Location: Hybrid remote in Charlotte, NC 28217