Administrative Specialist

The Administrative Specialist provides specialized support for the Agent Relations Department, focusing on carrier contracts, appointments, and licensing for agents. This role ensures that agents are properly licensed and appointed across all lines of business, including Health, Dental, Supplemental, Life, Medicare, and Property & Casualty (P&C). Acting as a liaison between agents and carriers, the Contracting Specialist manages inquiries, maintains accurate records, and ensures compliance with company and carrier guidelines. This role is critical to maintaining smooth contracting processes, supporting agent success, and ensuring all licensing and contractual requirements are completed accurately and efficiently.

Duties and Responsibilities:

• Request all carrier contracts for sales agents in a timely manner
• Respond to and initiate inquiries from actively licensed agents regarding contracting and licensing.
• Ensure appropriate licensure for sales agents, including license changes, renewals, and NIPR requirements.
• Assist agents in fulfilling or terminating contracts on mutually agreeable terms.
• Explain contracts, appointments, and licensing terminology clearly to agents and other stakeholders.
• Compile, update, and maintain licensing and appointment records, ensuring accuracy in internal systems.
• Coordinate with carriers and newly hired agents to complete appointments and certifications in a timely manner.
• Perform specialized administrative duties with discretion, applying company and program guidelines.
• Ensure all sales agents are actively successful in the insurance industry by providing them all necessary contracts, appointments, and certifications required (per state & per carrier)
• Providing accurate reporting on individual agent contracts and appointments (per state & per carrier)
• Identify and recommend process improvements to enhance compliance and contracting workflows.
• Self-monitor tasks to meet deadlines, including drafting, submitting, and reviewing documents.
• Learn and navigate multiple contracting portals and systems, ensuring accuracy and efficiency in all submissions and updates.
• Develop a strong understanding of insurance terminology and organizational hierarchy to support accurate processing and communication.
• Manage carrier contracting processes, including setting up logins, creating portal access for the agency and principal, and ensuring all required documentation is completed.
• Collaborate with the Accounting department to confirm and maintain accurate commission levels for agents and contracts.
• Conduct regular follow-ups with agents every three (3) days to ensure contracting requirements are completed, offering guidance and support as needed. Maintain ongoing communication with uplines and carriers to monitor progress, address delays, and facilitate timely approvals. Accurately document all follow-ups, statuses, and communications to ensure clear tracking and visibility of contracting progress.
• Proofread, edit, and fact-check appointment documents for accuracy and consistency.
• Perform general administrative tasks to support the department's operations.
• Complete additional duties assigned by the Senior Contracting Specialist.
• Serve as backup to the office receptionist as needed.
• Responsible for training and onboarding new team members within the department, ensuring they have the necessary knowledge and resources to succeed in their roles.
• Responsible for ensuring the department handbook is kept up to date by reviewing and revising content whenever workflow, policy, or system changes occur.
• Prepare and distribute all OEP-related documents, materials, and information for agents, ensuring accuracy, clarity, and full readiness ahead of the annual launch deadline (before 11/1). Provide agents with the necessary guidance, resources, and expectations to support a successful enrollment period.
• Maintain a strong understanding of the differences between field agents and in-house agents