[Hiring] Market Operations Coordinator @Patriot Growth Insurance Services, LLC

Role Description

As a Market Operations Coordinator, you'll support the daily operations of Patriot's Mid-Atlantic 1 market by keeping administrative and financial processes accurate, organized, and on schedule. Your work across billing, commissions, payments, reconciliations, and office coordination will help agency teams maintain consistent workflows and dependable service.

Working closely with the Director, Market Operations, Finance, regional accounting partners, and agency teams, you'll complete assigned transactions, maintain supporting documentation, and research routine discrepancies. You'll follow established procedures and approval requirements, escalating exceptions and decisions that require management review.

How You'll Make an Impact

• Coordinate operational projects, communications, and administrative activities assigned by the Director, Market Operations.
• Maintain procedures, tracking logs, records, and supporting documentation to promote accuracy and consistency across the market.
• Support Agency Management System administration through transaction processing, document management, reporting assistance, user-request coordination, and issue escalation.
• Prepare and distribute client invoices for agency-billed service fees, consulting fees, and other assigned charges using approved agreements, rates, schedules, and documentation.
• Maintain billing schedules and agreement records, confirming required approvals before releasing invoices.
• Process direct-bill activity, including carrier statement downloads, data entry, receipt matching, production recording, and reconciliation support.
• Prepare and distribute commission statements and support employee, producer, intercompany, broker, and 1099-related commission activity.
• Review accounts-receivable aging and unapplied transactions, document routine follow-up, and escalate delinquent or disputed balances for resolution.
• Generate client statements and installment invoices, and process approved client and finance-company refunds.
• Support surplus-lines filings for the cyber practice and Mid-Atlantic 1, along with compliance reporting such as unclaimed-property filings.
• Complete assigned month-end close activities, reconciliations, reporting schedules, and supporting documentation within regional accounting deadlines.
• Prepare schedules and documentation for journal entries and financial reports, researching routine variances and submitting materials for review and approval.
• Coordinate vendor invoice processing and prepare approved carrier, broker, premium, government, and vendor-payable transactions.
• Maintain payable subledger documentation and respond to routine billing, commission, and payment inquiries from vendors, carriers, and brokers.
• Maintain vendor records and contract tracking, coordinate renewal documentation, and escalate service or contract concerns to the Director, Market Operations.
• Support deposits, cash receipts, payment application, approved bank transfers, finance-company transactions, and ACH and electronic-funds-transfer activity.
• Complete assigned bank and transaction reconciliations, identifying missing documentation, recurring errors, reconciling items, and control concerns for escalation.
• Coordinate office service requests, maintenance, approved purchases, supplies, inventory, and employee operational onboarding needs across assigned locations.
• Support mail, check, document distribution, deposit, and secure records-handling workflows in accordance with established procedures.

Qualifications

• Detail-oriented and thorough, with a strong commitment to accurate records and complete documentation.
• Dependable and organized, with the ability to balance recurring deadlines and changing priorities.
• A practical problem-solver who researches discrepancies and follows issues through to resolution or appropriate escalation.
• A clear communicator who coordinates effectively with colleagues and external business partners.
• Collaborative and comfortable supporting multiple teams and office locations.
• Careful and accountable when following approval requirements and financial controls.
• Discreet and professional when handling confidential employee, client, banking, and financial information.

Requirements

• High school diploma or GED.
• Experience supporting administrative, billing, accounting, bookkeeping, finance operations, or commission-processing activities involving financial transactions and reconciliations.
• Working knowledge of billing, receivables, payables, commissions, deposits, reconciliations, and month-end close support.
• Experience using Agency Management Systems, accounting systems, Microsoft Excel, Microsoft Office Suite, and other financial and operational processing tools.
• Ability to enter, reconcile, review, and report transactional and financial data accurately while maintaining complete supporting documentation.
• Ability to follow established accounting, revenue-recognition, documentation, approval, control, and escalation requirements.
• Strong communication and organizational skills, including the ability to prioritize recurring responsibilities, meet deadlines, and coordinate with internal teams and external partners.
• Ability to research discrepancies, identify routine process issues, recommend practical improvements, and recognize when management review is needed.
• High attention to detail and a commitment to confidentiality, data accuracy, operational controls, and ethical conduct.

Benefits

• Multiple medical plan options, with preventive care covered at 100%.
• Free virtual medical and mental healthcare for employees and their families, plus a dedicated healthcare concierge to help you navigate benefits, compare prescription costs, and make more confident, personalized care decisions.
• Employer-paid short-term and long-term disability coverage.
• Paid parental leave.
• Personalized PTO that lets you take time away when you need it, without traditional accruals, plus separate sick leave.
• Competitive 401(k) company match to help you build your financial future.
• Comprehensive dental and vision coverage.
• Employee Assistance Program with confidential mental health, legal, financial, and work-life support.