Insurance Specialist

SUMMARY

The Insurance Specialist plays a dynamic, high-impact role at the center of the organization's operations, driving the success of the commercial insurance program while supporting key administrative initiatives. This position collaborates across teams and with external partners to keep processes running smoothly, from coordinating meetings and conferences to managing records, mail, and special projects. With exposure to multiple areas of the business, including close partnership with the Finance Department, this role offers variety, visibility, and the opportunity to make a meaningful contribution every day.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Organizes and prioritizes large volumes of information and calls. Serves as a liaison between the Finance Department and other departments within the organization.
2. Handles confidential and sensitive information.
3. Serves as liaison between Company and its affiliates, and the insurance broker.
4. Responsible for coordinating and preparing all commercial insurance applications and renewal applications. Prepares analysis schedules to facilitate the renewal decision-making process.
5. Responsible for maintaining all of the commercial insurance policies and related documents current and in an organized manner. Maintains summary schedule of insurance current at all times.
6. Obtains and manages certificates of insurance (COI's) for the organizations' vendors, independent contractors and business partners to ensure coverages and language are adequate. Ensures that COIs are current at all times.
7. Requests COIs from insurance broker, as necessary.
8. Schedules and organizes activities such as meetings, travel, and conferences.
9. Establishes, develops, maintains and updates filing system. Retrieves information from files when needed.
10. Opens, sorts and distributes mail for the Finance Department. Drafts written responses or replies by phone when necessary.
11. Responsible for maintaining contracts, leases, confidentiality agreements, tax returns and similar documents filed and organized.
12. Responds to regularly occurring requests for information.
13. Answers phones in a professional and courteous manner. Responds to callers' inquiries and takes messages as appropriate.
14. Types and designs general correspondences, memos, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
15. Works independently and within a team on projects.
16. Assists Finance Department staff with job responsibilities and projects as needed.
17. Coordinates and leads the Finance Department's fund-raising efforts for the Company's annual fund-raising campaign.

QUALIFICATIONS

Strong team player with excellent written, verbal, and interpersonal communication skills. Self-motivated with demonstrated professionalism, tact, and discretion when handling confidential and sensitive information. Basic bookkeeping skills and proficiency in Microsoft Office suite applications such as Excel, and Outlook are required.

EXPERIENCE

A minimum of one (1) year of experience in insurance support is required. Background in roles such as Insurance Assistant, Insurance Analyst, Insurance Sales, or similar positions preferred.

CERTIFICATES, LICENSES, REGISTRATIONS

Florida Customer Service Representative, and Florida 4-40 License strongly preferred.

LANGUAGE SKILLS

Bilingual English/Spanish fluency required.