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Systems Administrator / Administrative Assistant

Jason Street - Allegiance Insurance

Fairfield, NJ

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JOB DETAILS
SKILLS
Administrative Skills, Bluetooth, Bookkeeping, Calendar Management, Catering Services, Change Requests/Orders, Communication Skills, Customer Retention/Renewal, Customer Support/Service, Customer Training, Customer/Client Research, Data Entry, Develop and Maintain Customers, Event Management, Hardware Installation, Hardware Repair, Information Systems/Technology IS/IT Administration, Insurance, Insurance Documentation, Insurance Sales, Insurance Underwriting, Intuit Quickbooks, Inventory Management, Keyboards, Marketing, Microsoft Outlook, Needs Assessment, Onboarding, Organizational Development/Management, Presentation/Verbal Skills, Printers, Reconciliation, Sales, Systems Administration/Management, Technical Sales, Technical Writing, Telephone Skills, Track Customer Issues, Training/Teaching, Writing Skills
LOCATION
Fairfield, NJ
POSTED
6 days ago
Benefits:
  • Competitive salary
  • Opportunity for advancement
  • Training & development

Job Summary: The Systems Administrator / Administrative Assistant will be responsible for data entry, IT installation and troubleshooting, and customer service. You will assist producers and CSRs by managing the agency management systems (AMS360) (Commercial/Personal Lines/Life and Benefits Accounts).

PRIMARY RESPONSIBILITIES AND DUTIES
Below are list of some of the responsibilities, but not limited to the following:
  •  Customer Services include answering phones and greeting customers.
  •  Manage AMS360 to ensure all reporting is accurate and that all policies are entered from Agency zoom.
  •  Manage Agencyzoom to ensure that producers enter in all their premium sales into the system.
  •  Manage QuickBooks to ensure that the Agency’s Bank Reconciliations are done on a monthly basis.
  •  Manage the accounts, notes, and passwords in the Bitwarden password storage system on a daily basis.
  •  Enter the producers’ policy premiums into AMS360 to generate their commission reports on a monthly basis.
  •  Enter in the producers’ commission policies into AMS360 on a daily basis before commissions.
  •  Maintain IVANS Downloads in AMS360, and authorize the downloads every day.
  •  Process and review insurance documentation, and ensure all documents are complete.
  •  Take payments from customers, and process them through the ePay portal, the BILL portal, or the specific payment portal that their policy dictates.
  •  Serve as a backup for other jobs as necessary.
  •  Help producers and CSRs with any questions they have in regards to AMS360 and Agencyzoom.
  •  File and maintain customer insurance files. This information is personal and confidential.
  •  Applies and renews any Insurance Licenses the producers and CSRs have in both their resident and non-resident states
  • Handle both the search process and the onboarding process for new insurance carriers
  •  Completes and submits applications and related documentation to appropriate insurance markets.
  •  Identifies and develops insurance prospects and appropriate markets.
  •  Creates and maintains client or prospect lists.
  •  Schedule staff meetings for the entire agency in Microsoft Outlook on a monthly basis.
  •  Schedule onboarding meetings with insurance carriers on the behalf of the entire agency in Microsoft Outlook.
  •  Prepares, requests, and sends binders to insureds.
  •  Educates clients concerning agency payment expectations and cancellation procedures.

Retention and Continuous Marketing:
  • Explain coverages and exclusions and document explanations in AMS360 for future reference.
  • Works with clients to ensure limit and coverage adequacy.
  •  Provides needed information and clarifications about clients to company personnel, and documents system by transaction date.
  •  Review existing policy coverages, at least annually, to upgrade accounts and remarket, if necessary.
  • Assists producer staff to collect client information in preparation of schedules of insurance, summaries, and renewal proposals.
  • Review appropriate policy change requests and other account activity.
  • Documents automated file as appropriate. Uses each client contact as an opportunity for coverage review and marketing of need covered.
  •  Recommends and helps insureds carry out loss control programs, independently and with company loss control staff.
  •  Contacts insureds to assist in collecting past due premiums or audit amounts.
  •  Retains assigned percentage of accounts at each renewal.
  •  Continues to develop relationships with the insured.
  • Accepts and handles any duties/prospects as assigned by agency management.
Personal and Organizational Development:
  • Participate in sales meetings.
  • Identifies training needs with assistance from managers. Develops a personal improvement plan and take responsibility for learning and improving technical and sales skills regularly.
  • Reads and interprets technical manuals and insurance information from carriers, vendors, publishers, etc.
  •  Organize staff events.
  •  Orders food and catering for events.
  •  Maintain office supply inventory.
  •  Install new office hardware such as monitors, printers, computers, phone systems, bluetooth accessories like keyboards, etc.
  •  Fix hardware and software issues for any computers or printers that malfunction.
  •  Mail out checks to insurance carriers, banks, or clients that we need to pay.
  •  Mail out important documents to insurance carriers and clients when they are asked for.
KNOWLEDGE, SKILLS, AND ABILITIES
  • College education or equivalent insurance experience.
  •  Adequate knowledge of the Agency Management Systems of AMS360 and Agencyzoom.
  •  Adequate knowledge of the Bookkeeping System of Quickbooks.
  •  Ability to communicate verbally and in writing with others, to explain complex issues, to receive and interpret complex information, and to respond appropriately.
  •  Ability to understand written and oral communication and to interpret abstract information.
  •  Adequate knowledge of insurance products and usages.
  •  Adequate knowledge of rating procedures, coverages, and industry operations to effectively manage, maintain, and write assigned client and prospect lists and enter into AMS360 and Agencyzoom.
  •  Adequate knowledge of insurance markets and reference to markets.
  •  Knowledge of insurance rating and underwriting procedures.
  •  Ability to carry out complex tasks with concrete and abstract variables.
  •  Ability to add, subtract, multiply, and divide whole numbers, and to perform simple calculations involving decimals and fractions with accuracy.
  •  Ability to utilize computer programs and understand functionality.
  •  Ability to process written and other materials visually.
Working Conditions:
  •  High-pressured, fast-paced environment with significant telephone and personal disruption.
  • Large number of multiple steps in complex system performed with accuracy and speed is essential to the successful completion of tasks.

About the Company

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Jason Street - Allegiance Insurance