[Hiring] Assistant Employee Benefits Operations Coordinator @LIBERTY COMPANY INSURANCE BROKERS LLC

Role Description

The Assistant EB Operations Coordinator supports the day-to-day operational engine of the Employee Benefits practice. This role is a hands-on driver behind carrier appointments, carrier access and logins, signature and legal routing, and the daily task flow that keeps Account Management and Sales teams moving without friction.

Key Responsibilities

• Carrier Appointments & Contracting
  • Submit, track, and drive carrier appointment and contracting requests through written confirmation, researching unfamiliar carriers and agencies to identify requirements and contacts as needed.
  • Maintain the tracker daily so status is current without being asked; follow up on a set cadence and escalate stalls.
  • Gather and submit required documentation (licensing, W-9s, E&O, ACH, agency information) accurately and completely the first time, and confirm effective dates, writing numbers, and agency codes once received.
• Carrier Access, Logins & Portal Support
  • Process carrier portal access and login requests for producers, account managers, and service staff, troubleshooting issues (locked accounts, permissions, expired credentials) until resolved.
  • Maintain accurate records of carrier portal access by user and office.
  • Support access setup and removal during onboarding/offboarding with the EB Operations Manager, IT, and HR.
• Legal & Signature Coordination
  • Submit carrier agreements and appointment paperwork to Legal for review and signature with complete context and clear deadlines, tracking documents through to return of fully executed copies to the carrier.
  • Maintain organized, retrievable records of executed agreements and keep requesters informed on status without them having to ask.
• Daily Operations & Task Follow-Through
  • Monitor shared mailboxes and the request queue; triage and respond within turnaround standards, owning tickets end to end and closing them only once resolved.
  • Support routine system/account setup and data entry as directed; maintain checklists and documentation for the processes this role runs, and flag recurring issues or process gaps to the EB Operations Manager with suggested fixes.
• Cross-Functional Partnership & Communication
  • Partner with Account Management, Sales, Legal, Accounting, IT, and HR to move requests forward and remove operational roadblocks.
  • Communicate status proactively and in writing - what is done, pending, blocked, and needed.
  • Draft and publish operational updates in Workvivo (appointments, access changes, deadlines) in a clear, on-brand voice.
  • Support the EB Operations team on partnership onboarding and book rolls, and participate in special projects as assigned.

Execution Expectations

• Own outcomes, not activity. A task is complete when the result is confirmed - not when the request is sent.
• Follow up persistently and professionally. Most carrier and vendor items require multiple touches; build the cadence and hold it.
• Escalate early, with a recommendation rather than only a problem.
• Document as you go so any teammate can pick up an open item without a verbal handoff.
• Ask questions when unsure; do not guess on items affecting carrier relationships, compensation, or compliance.
• Manage competing priorities in a fast-paced environment and communicate early when timelines are at risk.
• Maintain accuracy, organization, and confidentiality across all work.

Competencies

• Ownership
• Persistence
• Follow-Through
• Resourcefulness
• Organization
• Attention to Detail
• Written and Verbal Communication
• Collaboration
• Professionalism
• Adaptability
• Initiative
• Relationship Building

Qualifications

• Must-Haves
  • 1+ year of experience in employee benefits, insurance operations, carrier relations, licensing/appointments, or a similar operational role preferred.
  • Highly resourceful and self-directed, with the ability to research unfamiliar carriers, identify requirements, and independently drive the appointment process through to completion.
  • Strong sense of ownership and follow-through.
  • Excellent organizational skills, with the ability to manage a high volume of appointments and requests.
  • Detail-oriented and process-minded.
  • Comfortable working through ambiguity and troubleshooting issues without requiring step-by-step direction.
  • Strong written and verbal communication skills, and the judgment to escalate appropriately when progress stalls.
  • Proficiency in Microsoft Office, with the ability to quickly learn agency management systems, SharePoint, carrier portals, and workflow systems.
  • Discretion in handling confidential information.
• Nice-to-Haves
  • Direct experience submitting or managing carrier appointments, contracting, or producer licensing.
  • Exposure to agency management or benefits administration systems (e.g., BenefitPoint, AMS360, Employee Navigator, Ease).
  • Experience with a ticketing or workflow system (e.g., Monday.com or similar).
  • Experience coordinating documents for legal review and signature.
  • Experience posting to an internal communications platform (e.g., Workvivo).
  • Active Life & Health insurance license, or willingness to obtain one.
  • Associate’s or Bachelor’s degree, or equivalent professional experience.

Travel Requirements

• Limited. Occasional travel may be required for vendor functions or training where a virtual option is not available.