Operations Specialist

Job Number: 26-01657 Find your next opportunity in the Financial Services Industry. ECLARO is looking for an 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! Job Number: 26-01657 Find your next opportunity in the Financial Services Industry. ECLARO 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 Support Handle mail (ICFR Log, Scanning Paper Apps, Depositing Checks, etc.) Agent Assignments - Processing Agent of the Day Business Cards Ordering Client Information Requests Conference Rooms Reservations Contract Maintenance - Distribution Emails Copier Charges - Reconcile Council - Travel Allowance / Reimbursement Employment Verification - Active Agents Fingerprint and I-9 verification GO Announcements / Communications Group Benefit Issues ICFR Logs MDRT Recognition - Application Tracking and Approval Occupancy - Agreements, Rental Escalations and Adjustments Order Supplies Policy Assembly Postage - Funds and Supplies R&D Statements - Distribute to Partners and SDM's Reception - Answer Phones, Greet Guests Resource 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 Policy Summary Requests: TAS Warning Tracking - 4 Month Triggering Initial - Coordinate with Onboarding team. Accounts and Financial Management: Close Accounts for End-of-Day Accounts Payable - P-Card, ReadSoft, GO Bills Check - Approval (Ledger), Deposit and Print Discretionary Accounts for MP, GO Account, EP, SP, Partner Expense Allowance - Submissions and Approvals Ledger Debits, including Special Debit Arrangements Ledger Liens and Garnishments Ledger Withdrawal EFT & Paper Check Suspending funds via MPP form 407(b) Brokerage Letters Maintenance and Logistics: Building Maintenance Requests Miscellaneous: Contest Logs Gift Log Transfer of Interest Assign 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 Management GO moves, remodels, and event coordination. Troubleshoot and resolve onsite technology, telephony and network issues. Process: Signature Guarantees and Reporting TAS opt-outs, extensions, and CAP waivers TAS Warnings and Tax Audit Letter Management End of Day Reporting Reporting: Act as back-up to the Service Leader on monthly reporting. Outstanding Check Report Returned Check Report Cash Premium Settlement Report Hoteling / Rent / Phone Report Gift Log (Quarterly) If hired, you will enjoy the following ECLARO Benefits 401k Retirement Savings Plan administered by Merrill Lynch Commuter Check Pretax Commuter Benefits Eligibility to purchase Medical, Dental & Vision Insurance through ECLARO Equal 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. #J-18808-Ljbffr ECLARO