Market Operations Coordinator

Overview

This role supports the daily operations of the organization’s Mid-Atlantic 1 market by keeping administrative and financial processes accurate, organized, and on schedule. Responsibilities span billing, commissions, payments, reconciliations, and office coordination.

The position works closely with the Director, Market Operations, Finance, regional accounting partners, and agency teams to complete assigned transactions, maintain supporting documentation, and research routine discrepancies. Established procedures and approval requirements are followed, with exceptions escalated for management review.

Responsibilities

• Coordinate operational projects, communications, and administrative activities assigned by the Director, Market Operations.
• Maintain procedures, tracking logs, records, and supporting documentation to ensure accuracy and consistency across the market.
• Support Agency Management System administration, including:
  • Transaction processing
  • Document management
  • Reporting assistance
  • User-request coordination
  • Issue escalation
• Prepare and distribute client invoices for agency-billed service fees, consulting fees, and other assigned charges using approved agreements, rates, and schedules.
• Maintain billing schedules and agreement records, confirming required approvals before releasing invoices.
• Process direct-bill activity, including:
  • Carrier statement downloads
  • Data entry
  • Receipt matching
  • Production recording
  • Reconciliation support
• Prepare and distribute commission statements and support commission activity related to employees, producers, intercompany, brokers, and 1099.
• Review accounts-receivable aging and unapplied transactions, document routine follow-up, and escalate delinquent or disputed balances for resolution.
• Generate client statements and installment invoices, and process approved client and finance-company refunds.
• Support surplus-lines filings for the cyber practice and Mid-Atlantic 1, including compliance reporting such as unclaimed-property filings.
• Complete assigned month-end close activities, reconciliations, reporting schedules, and supporting documentation within regional accounting deadlines.
• Prepare schedules and documentation for journal entries and financial reports, research routine variances, and submit materials for review and approval.
• Coordinate vendor invoice processing and prepare approved carrier, broker, premium, government, and vendor-payable transactions.
• Maintain payable subledger documentation and respond to routine billing, commission, and payment inquiries from vendors, carriers, and brokers.
• Maintain vendor records and contract tracking, coordinate renewal documentation, and escalate service or contract concerns to the Director, Market Operations.
• Support deposits, cash receipts, payment application, approved bank transfers, finance-company transactions, and ACH/electronic-funds-transfer activity.
• Complete assigned bank and transaction reconciliations by identifying missing documentation, recurring errors, reconciling items, and control concerns for escalation.
• Coordinate office service requests, maintenance, approved purchases, supplies, inventory, and employee operational onboarding needs across assigned locations.
• Support mail, check, and document distribution, deposits, and secure records-handling workflows in accordance with established procedures.
• Make reasonable accommodations as needed to enable individuals with disabilities to perform essential functions.

Requirements

• High school diploma or GED.
• Experience supporting administrative, billing, accounting, bookkeeping, finance operations, or commission-processing activities involving financial transactions and reconciliations.
• Working knowledge of billing, receivables, payables, commissions, deposits, reconciliations, and month-end close support.
• Experience using Agency Management Systems, accounting systems, Microsoft Excel, Microsoft Office Suite, and other financial and operational processing tools.
• Ability to enter, reconcile, review, and report transactional and financial data accurately while maintaining complete supporting documentation.
• Ability to follow established accounting, revenue-recognition, documentation, approval, control, and escalation requirements.
• Strong communication and organizational skills, including the ability to prioritize recurring responsibilities, meet deadlines, and coordinate with internal teams and external partners.
• Ability to research discrepancies, identify routine process issues, recommend practical improvements, and recognize when management review is needed.
• High attention to detail and a commitment to confidentiality, data accuracy, operational controls, and ethical conduct.

Preferred Qualifications

• Experience working at an insurance agency supporting Employee Benefits and/or Property and Casualty.
• Experience with Applied Epic and accounting systems such as Microsoft Dynamics 365 Business Central or QuickBooks.
• Experience with agency and consulting-fee billing, direct bill, carrier and broker payables, commission accounting, accounts-receivable aging, banking transactions, and month-end close support.
• Experience supporting an insurance brokerage with multiple offices or states, acquisition activity, or a matrixed organizational structure.
• Associate degree in Accounting, Finance, Business Administration, or a related field.

Compensation & Benefits

• Pay Range: $33.33—$38.46 USD
• Comprehensive benefits package, including:
  • Medical plan options (including preventive care covered at 100%)
  • Free virtual medical and mental healthcare for employees and their families, plus a dedicated healthcare concierge
  • Employer-paid short-term and long-term disability coverage
  • Paid parental leave
  • Personalized PTO plus separate sick leave
  • Competitive 401(k) company match
  • Dental and vision coverage
  • Employee Assistance Program with confidential mental health, legal, financial, and work-life support

Location

• Remote (United States)
• Full-Time