Office Administrator

Office Administrative Assistant / Operations Support

We are seeking a reliable, organized, proactive, and highly professional Office Administrative Assistant / Operations Support Specialist to assist with the day-to-day operations of our affiliated companies.

The ideal candidate will be comfortable working in a fast-paced financial services and insurance environment, managing multiple priorities, following up with clients and carriers, maintaining accurate records, coordinating appointments, and supporting both management and the broader team.

This position requires someone who is detail-oriented, responsive, professional in communication, and capable of working independently with minimal supervision. The role is an important part of ensuring that our clients, agents, carriers, and internal team receive timely and organized support.

Responsibilities

• Provide daily administrative and operational support to management and staff across the organization.
• Coordinate calendars, appointments, meetings, follow-up calls, and client consultations for upper management.
• Manage incoming and outgoing phone calls, emails, letters, and other correspondence.
• Follow up with clients and prospects regarding outstanding documents, scheduled appointments, applications, financial planning information, insurance requirements, and next steps.
• Follow up with insurance carriers regarding pending applications, underwriting requirements, contracting, commissions, policy status, case updates, outstanding documents, and agent appointments.
• Maintain and update the company CRM, including contact information, notes, pipeline stages, follow-up tasks, appointments, and case statuses.
• Assist with financial planning client follow-up
• Assist with scheduling and coordination of calls between clients, agents, carrier representatives, CPAs, attorneys and other professional partners.
• Support business development and marketing initiatives through professional outbound calls, emails, letters, and follow-up communication with prospective clients, referral partners, associations, and professional organizations.
• Maintain accurate electronic files, records, client documentation, carrier correspondence, and internal databases.
• Prepare and organize documents, proposals, engagement letters, forms, presentations, reports, and other business materials.
• Assist with client service requests and ensure matters are properly routed, documented, and followed through to completion.
• Monitor outstanding tasks and deadlines and proactively follow up to ensure nothing falls through the cracks.
• Handle confidential client, financial, insurance, and company information with a high level of discretion.
• Provide additional administrative and operational support to management and team members as needed.

Qualifications & Skills

• Previous experience as an Administrative Assistant, Office Assistant, Executive Assistant, Operations Assistant, Client Service Representative, or similar role preferred.
• Experience in financial services, banking, accounting, legal, or professional services is a strong advantage.
• Bilingual in English and Spanish is required, with strong verbal and written communication skills in both languages.
• Excellent organizational, follow-up, and time-management skills.
• Strong attention to detail and ability to maintain accurate records.
• Ability to manage multiple priorities, deadlines, clients, and ongoing cases simultaneously.
• Strong interpersonal and customer-service skills.
• Professional and confident communication by phone, email, and text.
• Comfortable making professional outbound calls and following up consistently with clients, prospects, carriers, and business partners.
• Ability to work independently with minimal supervision while also collaborating effectively with a team.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Experience using CRM systems, cloud-based platforms, and digital document management systems is preferred.
• Ability to learn insurance carrier portals, contracting platforms, financial planning systems, and other company software.
• Ability to handle confidential and sensitive information with discretion.
• High school diploma required; an associate’s or bachelor’s degree in Business Administration, Office Administration, Finance, Insurance, or a related field is preferred.

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Experience:

• Microsoft Office: 1 year (Required)
• Administrative experience: 1 year (Required)

Language:

• Spanish (Required)

Work Location: In person