Agency Operations & Sales Assistant

Job Description

Job Description

Gibson Insurance is a growing, high-volume insurance agency seeking an exceptional Agency Operations & Sales Assistant to work directly with the agency owner and help increase the speed, organization, and overall capacity of the business.

This is not a traditional receptionist or basic administrative-assistant position.

A primary purpose of this role is to leverage the agency owner's time. You will take ownership of operational, administrative, coordination, quote-preparation, and follow-up work that does not require the owner's direct involvement, allowing the owner to remain focused on sales, growth, strategy, and high-value decisions.

Success in this role means learning which matters truly require the owner's attention—and making sure everything else continues moving without unnecessarily consuming it.

This position is designed for someone who wants to become an increasingly important part of a growing business. Responsibility and autonomy can expand significantly as you demonstrate judgment, reliability, insurance knowledge, and results.

Responsibilities

You will work directly with the agency owner while coordinating with the agency's sales and service team.

Responsibilities may include:

Prepare insurance quotes and applications for licensed staff review within the scope permitted by applicable licensing rules and agency procedures

Organize incoming leads and help keep sales opportunities moving quickly

Maintain accurate lead statuses, activities, notes, and follow-up information within the agency CRM

Review prior-day activity and help identify opportunities requiring follow-up

Process and track eligible lead-return requests with agency lead vendors

Follow vendor issues through to resolution and document outcomes

Monitor outstanding tasks, requests, documents, and follow-ups through completion

Coordinate internal handoffs between sales and service

Help ensure completed sales move smoothly into processing and service workflows

Handle routine administrative matters that would otherwise remove the agency owner or producers from revenue-generating work

Organize emails, tasks, and outstanding items so important work does not fall through the cracks

Prepare information for decisions that require the agency owner's involvement

Resolve routine operational problems within established authority

Escalate important, unusual, financial, compliance, customer, or personnel matters appropriately

Document agency procedures, workflows, vendor information, and recurring processes

Help convert employee knowledge and recurring procedures into shared agency documentation

Cross-train on both sales and service operations

Help maintain organized digital records and agency systems

Assist with physical-office responsibilities when appropriate, including agency mail, document handling, deliveries, supplies, and other reasonable business-related tasks

Take ownership of assigned projects and follow them through to actual completion

Assist with additional agency responsibilities as knowledge, licensing, and authority grow

Sending an email or message is not considered completion of a task. We value follow-through and resolution.

Requirements

What Success Looks Like

You are succeeding when:

The agency owner spends less time on administrative work and more time selling, growing, and making high-value decisions

Important tasks do not need repeated reminders

Sales opportunities move quickly

Quotes and supporting information are prepared accurately and efficiently

Lead-return opportunities are identified and handled promptly

Vendor requests are tracked through resolution

Outstanding work is visible and organized

Routine problems are solved without unnecessary escalation

Matters requiring owner involvement arrive organized and ready for a decision

Salespeople spend more time selling and less time performing administrative work

Service staff can remain focused on servicing and protecting the existing book

Agency knowledge becomes documented, repeatable, and shareable

You increasingly recognize what needs to happen next without requiring step-by-step direction

Communication & Work Style

Gibson Insurance operates with an emphasis on speed, clear communication, individual responsibility, and execution.

This is not a meeting-heavy environment.

Much of our routine communication occurs through concise emails, messages, CRM activity, and system notes so information can move without unnecessarily stopping productive work.

You should be comfortable receiving an objective, determining the appropriate next steps within your authority, completing the work, documenting the outcome, and escalating when a decision or additional information is genuinely required.

A strong employee in this position does not require constant conversation with the agency owner to remain productive.

We value people who can communicate clearly, ask good questions when necessary, and then execute.

Ideal Candidate

We're looking for someone who is:

Highly organized

Intelligent and a fast learner

Reliable

Accountable

Proactive

Detail-oriented without becoming unnecessarily bogged down in minor details

Able to move quickly without sacrificing accuracy

Comfortable managing multiple priorities

Excellent at following through

Comfortable working independently

Able to prioritize based on urgency and business impact

Comfortable learning new technology and software

A concise and professional written communicator

Capable of recognizing when to solve something independently and when to escalate it

Comfortable receiving direct feedback

Interested in understanding how a growing business operates

Motivated by increasing responsibility and professional growth

We value competence and judgment as much as urgency. Moving quickly is valuable only when the work is being done correctly.

Insurance Experience & Licensing

An active Property & Casualty insurance license is strongly preferred, but not required for an exceptional candidate.

Candidates who are not currently licensed must be willing and able to obtain the appropriate insurance license as the role develops.

Until properly licensed, the employee will perform only duties permitted under applicable law, carrier requirements, and agency policy.

Obtaining the appropriate license can significantly expand the position into additional responsibilities involving quoting, customer communication, sales support, and other insurance activities permitted by the license.

Insurance experience is helpful, but we are willing to train the right person.

Location

This position is remote-friendly.

Candidates located in the Dallas–Fort Worth area are preferred, because occasional physical-office responsibilities may be useful as the role develops.

However, we do not want geography to prevent an exceptional candidate from being considered.

Regular daily in-person work alongside the agency owner is not required.

Physical office or system access will be provided according to business need, job responsibilities, and demonstrated trust.

Growth Opportunity

This position has substantially more growth potential than a traditional administrative role.

The successful candidate can progressively develop experience across:

Agency operations

Insurance systems

CRM administration

Lead management

Quote preparation

Sales operations

Insurance sales after appropriate licensing

Customer-service operations

Vendor management

Workflow development

Process documentation

Internal reporting

Business operations

Multi-agency operations as the organization continues to grow

Responsibility and authority are earned through demonstrated performance.

An exceptional employee may progressively become a trusted operational partner to the agency owner and take responsibility for increasingly important parts of the business.

We are looking for someone who wants an opportunity to grow with the organization, not simply complete a list of administrative tasks.

Why This Role Exists

Our agency generates significant sales opportunity.

The purpose of this position is not to create another layer of management.

It is to increase the productive capacity of the entire agency.

The agency owner should be able to focus on the work where ownership, sales ability, strategy, and judgment create the greatest value.

Salespeople should be able to sell.

Service staff should be able to service.

And this position helps ensure that the operational work connecting those functions actually gets done.

Compensation

Base salary plus bonus and/or commission opportunity.

Compensation will depend on experience, insurance licensing, demonstrated capability, and the responsibilities the successful candidate is prepared to assume.

Licensed candidates capable of contributing to additional insurance and sales functions may have greater earning opportunities.

Benefits

• Paid Time Off (PTO)
• Work from Home
• Flexible Schedule
• Hands on Training
• Mon-Fri Schedule