Insurance Compliance and Operations Administrator

Insurance Compliance and Operations Administrator

Fortress Affinity Management is Higginbotham's standalone affinity insurance platform purpose-built to turn group relationships into scalable, recurring insurance programs. FAM provides the complete infrastructure needed to support these programs, including digital intake systems, member portals, and dedicated service teams, all aimed at reducing friction and improving results for both producers and their clients.

Position Summary

The Insurance Compliance and Operations Administrator will develop and maintain the operational and compliance infrastructure that allows Fortress Affinity Management to scale with consistency and accountability across its programs. This role establishes compliance documentation standards, governs workflows, and keeps FAM in an audit-ready posture across carrier, program, and regulatory obligations including surplus lines filings. The position partners across underwriting, service, finance, and leadership to translate program requirements into repeatable processes and to drive measurable improvement in operational quality.

Supervisory Responsibilities - None

Essential Tasks:

Insurance Compliance

• Maintain organized, audit-ready files and compliance documentation across all programs and lines of business
• Support and participate in internal, carrier, and regulatory audits and reviews
• Coordinate carrier audit activities, serve as a primary point of contact, and communicate audit findings to promote understanding and continuous improvement
• Administer program and delegated authority compliance across carrier relationships
• Track carrier appointments, market access, and related documentation to ensure accuracy and completeness
• Manage surplus lines compliance activities, including stamping submissions, premium tax filings, affidavits, and NRRA home-state reporting, while monitoring and communicating regulatory and rate changes
• Manage and track state-specific filing deadlines and reporting schedules, supporting the timely and accurate completion of all required filings

Operational Process

• Develop, implement, and maintain compliance operational processes across FAM programs
• Establish compliance documentation standards, file construction expectations, and workflow consistency
• Perform regular file reviews and quality assurance checks to ensure completeness, accuracy, and compliance
• Identify and mitigate compliance risks, process gaps, and operational inefficiencies
• Track and report operational metrics, including accuracy, timeliness, and exception trends
• Partner with internal teams to align operational processes with compliance and contractual obligations
• Provide guidance, training, and best practices to ensure consistent compliance execution across teams

Core Competencies

• Ability to Analyze and Solve Problems: Skill in recognizing challenges, exploring options, and implementing effective solutions in a timely manner
• Attention to Detail: A strong focus on completing tasks and projects accurately and thoroughly
• Communication Skills: Capable of expressing ideas clearly in both verbal and written forms and engaging with various audiences
• Timely Task Completion: Ability to finish tasks and projects efficiently, managing resources and priorities effectively
• Team Collaboration: Willingness to work together with others, promoting teamwork and supporting shared goals
• Dependability: Acknowledgment of the importance of being present and punctual.
• Organizational Skills: Capability to prioritize tasks and manage multiple projects simultaneously
• Adaptability: Willingness to adjust to changing situations and priorities, showing resilience in a dynamic work environment

Experience & Education

• Minimum of five (5) years of experience in insurance operations, including at least one (1) year focused on surplus lines tax filing and compliance.
• Demonstrated experience with insurance licensing and surplus lines processes
• Background in legal, regulatory, or compliance disciplines is strongly preferred
• Prior experience within a Managing General Agent (MGA), program administrator, insurance carrier, or agency environment is preferred
• Experience in roles such as Account Manager, Underwriting Assistant, Agency Operations, or Program Support is strongly preferred

Licensing & Credentials

• Active General Lines or Property & Casualty License preferred
• Completion of Surplus Lines Fundamentals Course upon hire
• Surplus Lines License a plus (not required)

Systems & Technical Skills

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
• Experience with agency management systems (Applied Epic or similar) preferred
• Familiarity with compliance tools, document management, and filing systems a plus
• Experience with Adobe Acrobat and document workflows preferred

Physical Requirements

• Ability to lift up to 25 pounds
• Prolonged computer use and document review
• Frequent communication via phone and in person
• Repetitive hand movements (typing, data entry)
• Ability to sit, stand, and move throughout the workday

Benefits & Compensation:

• Higginbotham offers medical, dental, vision, prescription drug coverage, 401K, equity incentive plan as well as multiple supplemental benefits for physical, emotional, and financial wellbeing.
• Employee Wellness Program
• Company paid holidays, plus PTO

Notice to Recruiters and Staffing Agencies: To protect the interests of all parties, Higginbotham Insurance Agency, Inc., and our partners, will not accept unsolicited potential placements from any source other than directly from the candidate or a vendor partner under MSA with Higginbotham. Please do not contact or send unsolicited potential placements to our team members.

*Applications will be accepted until the position is filled

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.