Administration

Administrative Specialist Position Overview

A financial services and insurance office is seeking a highly organized and detail-oriented New Business & Administrative Specialist to support new business processing, compliance, client service, and general office operations.

This position requires someone who can manage multiple responsibilities efficiently, including reviewing new business applications, resolving outstanding documentation issues, preparing reports and correspondence, supporting client accounts, and handling day-to-day administrative functions.

The ideal candidate is organized, professional, comfortable working with financial and insurance documentation, and proficient with a variety of business software and technology.

Key Responsibilities New Business & Compliance

• Review and analyze new business applications to ensure accuracy, completeness, and adherence to applicable regulatory and internal guidelines.
• Review applications and supporting documentation to determine whether submissions are in good order.
• Process, track, and complete new business administrative tasks.
• Research outstanding application issues and communicate with agents to obtain necessary information or documentation.
• Work closely with internal departments to resolve pending new business matters.
• Review incoming and outgoing correspondence for applicable compliance requirements.
• Manage presales materials and documentation in accordance with established compliance procedures.
• Maintain accurate records and ensure new business matters are processed in a timely and efficient manner.
• Prepare management reports and identify trends, outstanding issues, and areas requiring attention.

Insurance & Client Support

• Assist with preparing and analyzing insurance needs for high-net-worth clients.
• Prepare sales illustration reports and maintain documentation for existing accounts.
• Provide professional customer service to clients.
• Identify and communicate potential sales opportunities when appropriate.
• Assist with ongoing account maintenance and client requests.
• Support the development of solutions for individual and business clients.

Administrative Support

• Prepare and draft professional correspondence for office management.
• Coordinate and prepare presentations, reports, and other business materials.
• Manage calendars, phones, mail, filing, copying, and general office organization.
• Order office supplies and assist with expense reports.
• Run administrative reports and distribute forms, bulletins, and internal communications.
• Maintain organized electronic and physical records.
• Assist with scheduling and other day-to-day administrative responsibilities.
• Prepare documents and presentations using Microsoft Word, Excel, and PowerPoint.

Technical Support

• Provide basic technical support to users within the division.
• Assist with hardware and software troubleshooting.
• Help resolve routine technology issues or coordinate additional support when necessary.

Qualifications

• Strong organizational, multitasking, and time-management skills.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.
• Professional and comfortable communicating with clients, agents, management, and internal departments.
• Ability to work independently while collaborating effectively with a team.
• Experience with insurance, financial services, new business processing, compliance, or administrative support is strongly preferred.
• Comfortable handling confidential financial and client information.