Operations Coordinator (Life Insurance Agency | Right-Hand to Owner | Growth to Full-Time |)

*ABOUT US*
We are a fast-growing life insurance agency focused on helping families and developing agents into leaders. We are looking for someone who can become a true RIGHT HAND to the agency owner. This is not a basic VA role. This is an operations role for someone who wants to grow with a business and eventually move into a full-time position.


*ROLE OVERVIEW*
Your job is to keep the business organized, accurate, and moving forward.

That means:
-> Nothing falls through the cracks
-> Systems stay clean and updated
-> Problems are caught early and handled

If you prefer waiting to be told what to do, this role is not a fit.



*WHAT YOU’LL BE RESPONSIBLE FOR*

FINANCIAL / COMMISSION TRACKING
-> Reconcile business written vs commissions received
-> Track discrepancies and chargebacks
-> Monitor overrides and production
-> Flag issues proactively

POLICY & CLIENT OPERATIONS
-> Track all submitted applications
-> Check carrier portals for updates
-> Follow up with clients for missing requirements
-> Ensure policies move from submission to issue

AGENT SUPPORT
-> Track agents through recruiting and onboarding
-> Follow up on contracting, licensing, and production
-> Help maintain accountability systems

SYSTEMS & PROCESS MANAGEMENT
-> Maintain Notion (clients, agents, tasks)
-> Improve workflows and systems
-> Build and refine SOPs

COMMUNICATION & FOLLOW-UP
-> Support inbox management
-> Follow up with clients and agents
-> Keep communication clear and timely


*WHAT WE’RE LOOKING FOR*
-> Extremely detail-oriented (with real examples)
-> Highly proactive (you take action without being told)
-> Strong organizational and systems thinking
-> Comfortable working with numbers
-> Strong written communication
-> Able to manage multiple priorities without losing track


*STRONG PLUS (NOT REQUIRED)*
-> Accounting or bookkeeping experience
-> Insurance or financial services experience
-> Experience building SOPs or workflows
-> Experience with Notion or CRMs


*WHAT SUCCESS LOOKS LIKE (FIRST 90 DAYS)*
-> Inbox is handled without constant direction
-> Policies are tracked with no missed follow-ups
-> Notion is accurate and up to date
-> Commission tracking is clean and reliable
-> You identify and fix inefficiencies proactively


*WORK DETAILS*
-> Remote
-> Starting at least 15–20 hours per week
-> Hours will increase as the business grows
-> Opportunity to quickly move into a full-time role
-> Must have overlap with Eastern Standard Time (EST)
-> Daily communication via WhatsApp
-> Daily end-of-day updates required


*COMPENSATION*
-> Starting at $6/hour
-> Increase to $7/hour after 90 days (based on performance)
-> Generous quarterly performance bonuses based on hitting KPIs
-> Opportunity for increased pay and responsibility over time


*VIDEO APPLICATION REQUIRED (2–4 MINUTES)*
Please submit a video answering:

-> Your background and experience
-> How you stay organized managing multiple tasks
-> Why this role specifically interests you

Upload via Loom or Google Drive and include the link. Applications without a video will not be considered.


*SCENARIO TASK (REQUIRED)*
Question: if you log into our system and see:

-> 8 client applications submitted
-> 3 missing requirements
-> 2 clients not responding for 5 days
-> 1 policy issued but not logged

What would you do first, second, and third?
(Keep your answer concise and include in your cover letter. Bullet points are acceptable as well)


*WHO THIS ROLE IS NOT FOR*
-> Needs step-by-step instructions for most tasks
-> Prefers being told what to do
-> Struggles with multiple priorities
-> Avoids ownership


*WHO THIS ROLE IS FOR*
-> Someone who wants to grow into a full-time role
-> Someone who takes pride in organization and accuracy
-> Someone who enjoys improving systems
-> Someone who wants increasing responsibility



*FINAL NOTE*
We are a company who puts God first and we want to be a blessing to both the clients and agents we bring aboard. We are looking for someone long-term who wants to grow with the business. If you enjoy ownership, structure, and improving systems, this could be a great fit.