Operations Specialist

Operations SpecialistECLARO is looking for an Operations Specialist for our client in Santa Rosa, CA. ECLARO's client is one of the largest mutual life insurance companies and provides long-term care insurance, mutual funds and retirement-plan services across the US. If you're up to the challenge, then take a chance at this rewarding opportunity!Position Overview:Seeking office administrative experience to serve as the first point of contact at the reception desk, greet clients, answer and direct phone calls, support onsite agency field managers, and perform administrative duties, including the management of discretionary accounts, as outlined in the job summary.Individuals in this role provide dedicated administrative and operational support for the General Office, helping to streamline processes and enhance service for Agency stakeholders.They manage a wide range of responsibilities including resource coordination, financial processing, and oversight of daily office operations such as mail handling, reception, supplies, and facility requests.The role supports new business by assisting agents with their questions and processing permissible policy changes.Additionally, this position ensures strong governance and compliance by handling various financial and operational reports.Responsibilities:Administrative Support:Agency Manager Admin SupportHandle mail (ICFR Log, Scanning Paper Apps, Depositing Checks, etc.)Agent Assignments - ProcessingAgent of the DayBusiness Cards OrderingClient Information RequestsConference Rooms ReservationsContract Maintenance - Distribution EmailsCopier Charges - ReconcileCouncil - Travel Allowance / ReimbursementEmployment Verification - Active AgentsFingerprint and I-9 verificationGO Announcements / CommunicationsGroup Benefit IssuesICFR LogsMDRT Recognition - Application Tracking and ApprovalOccupancy - Agreements, Rental Escalations and AdjustmentsOrder SuppliesPolicy AssemblyPostage - Funds and SuppliesR&D Statements - Distribute to Partners and SDM'sReception - Answer Phones, Greet GuestsResource Assignment for New Agents - Mailboxes, keys, security access, phones, etc.Resource Removal for Terminated Agents - Mailboxes, keys, security access, phones, etc.Routing Orphan Clients to Agent of the Day; providing PolicySummary Requests:TAS Warning Tracking - 4 Month Triggering Initial - Coordinate with Onboarding team.Accounts and Financial Management:Close Accounts for End-of-DayAccounts Payable - P-Card, ReadSoft, GO BillsCheck - Approval (Ledger), Deposit and PrintDiscretionary Accounts for MP, GO Account, EP, SP, PartnerExpense Allowance - Submissions and ApprovalsLedger Debits, including Special Debit ArrangementsLedger Liens and GarnishmentsLedger Withdrawal EFT & Paper CheckSuspending funds via MPP form407(b) Brokerage LettersMaintenance and Logistics:Building Maintenance RequestsMiscellaneous:Contest Logs Gift LogTransfer of InterestAssign pending cases from Terminated Agents to Identified Active Agents.New Business & Case Visibility:Maintain working knowledge of New Business workflows and systems (e.g., App Central, ALIP).Support Agents in understanding how to view and manage their cases.Process CDCs for reductions in face amount, correcting name / DOB / address, mode changes and removing a rider.

No VULs or Part IIs and nothing that increases risk.Prepare and edit amendments in our application systems.Understand and track the appeals process including monitoring in system through to resolution.Assist with:Commission inquiries and Transfers of Interest.Facilities ManagementGO moves, remodels, and event coordination.Troubleshoot and resolve onsite technology, telephony and network issues.Process:Signature Guarantees and ReportingTAS opt-outs, extensions, and CAP waiversTAS Warnings and Tax Audit Letter ManagementEnd of Day ReportingReporting:Act as back-up to the Service Leader on monthly reporting.Outstanding Check ReportReturned Check ReportCash Premium Settlement ReportHoteling / Rent / Phone ReportGift Log (Quarterly)If hired, you will enjoy the following ECLARO Benefits:401k Retirement Savings Plan administered by Merrill LynchCommuter Check Pretax Commuter BenefitsEligibility to purchase Medical, Dental & Vision Insurance through ECLAROEqual Opportunity Employer: ECLARO values diversity and does not discriminate based on Race, Color, Religion, Sex, Sexual Orientation, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status, in compliance with all applicable laws.