Assistant EB Operations Coordinator

Summary

The Liberty Company Insurance Brokers, LLC is an insurance brokerage focused on providing employee benefits services. The Assistant Employee Benefits Operations Coordinator supports carrier appointments, portal access, legal and signature coordination, request tracking, and daily operational workflows. The role partners with Account Management, Sales, Legal, Accounting, IT, and HR to resolve issues and keep operations moving efficiently.

Responsibilities

• Submit, track, and drive carrier appointment and contracting requests through written confirmation, researching unfamiliar carriers and agencies to identify requirements and contacts as needed
• Maintain the tracker daily so status is current without being asked; follow up on a set cadence and escalate stalls
• Gather and submit required documentation (licensing, W-9s, E&O, ACH, agency information) accurately and completely the first time, and confirm effective dates, writing numbers, and agency codes once received
• Process carrier portal access and login requests for producers, account managers, and service staff, troubleshooting issues (locked accounts, permissions, expired credentials) until resolved
• Maintain accurate records of carrier portal access by user and office
• Support access setup and removal during onboarding/offboarding with the EB Operations Manager, IT, and HR
• Submit carrier agreements and appointment paperwork to Legal for review and signature with complete context and clear deadlines, tracking documents through to return of fully executed copies to the carrier
• Maintain organized, retrievable records of executed agreements and keep requesters informed on status without them having to ask
• Monitor shared mailboxes and the request queue; triage and respond within turnaround standards, owning tickets end to end and closing them only once resolved
• Support routine system/account setup and data entry as directed; maintain checklists and documentation for the processes this role runs, and flag recurring issues or process gaps to the EB Operations Manager with suggested fixes
• Partner with Account Management, Sales, Legal, Accounting, IT, and HR to move requests forward and remove operational roadblocks
• Communicate status proactively and in writing - what is done, pending, blocked, and needed
• Draft and publish operational updates in Workvivo (appointments, access changes, deadlines) in a clear, on-brand voice
• Support the EB Operations team on partnership onboarding and book rolls, and participate in special projects as assigned
• Own outcomes, not activity. A task is complete when the result is confirmed - not when the request is sent
• Follow up persistently and professionally. Most carrier and vendor items require multiple touches; build the cadence and hold it
• Escalate early, with a recommendation rather than only a problem
• Document as you go so any teammate can pick up an open item without a verbal handoff
• Ask questions when unsure; do not guess on items affecting carrier relationships, compensation, or compliance
• Manage competing priorities in a fast-paced environment and communicate early when timelines are at risk
• Maintain accuracy, organization, and confidentiality across all work

Skills

• Highly resourceful and self-directed, with the ability to research unfamiliar carriers, identify requirements, and independently drive the appointment process through to completion
• Strong sense of ownership and follow-through
• Excellent organizational skills, with the ability to manage a high volume of appointments and requests
• Detail-oriented and process-minded
• Comfortable working through ambiguity and troubleshooting issues without requiring step-by-step direction
• Strong written and verbal communication skills, and the judgment to escalate appropriately when progress stalls
• Proficiency in Microsoft Office, with the ability to quickly learn agency management systems, SharePoint, carrier portals, and workflow systems
• Discretion in handling confidential information
• 1+ year of experience in employee benefits, insurance operations, carrier relations, licensing/appointments, or a similar operational role preferred
• Direct experience submitting or managing carrier appointments, contracting, or producer licensing
• Exposure to agency management or benefits administration systems (e.g., BenefitPoint, AMS360, Employee Navigator, Ease)
• Experience with a ticketing or workflow system (e.g., Monday.com or similar)
• Experience coordinating documents for legal review and signature
• Experience posting to an internal communications platform (e.g., Workvivo)
• Active Life & Health insurance license
• Associate's or Bachelor's degree, or equivalent professional experience

Qualifications

Must Haves

• Highly resourceful and self-directed, with the ability to research unfamiliar carriers, identify requirements, and independently drive the appointment process through to completion
• Strong sense of ownership and follow-through
• Excellent organizational skills, with the ability to manage a high volume of appointments and requests
• Detail-oriented and process-minded
• Comfortable working through ambiguity and troubleshooting issues without requiring step-by-step direction
• Strong written and verbal communication skills, and the judgment to escalate appropriately when progress stalls
• Proficiency in Microsoft Office, with the ability to quickly learn agency management systems, SharePoint, carrier portals, and workflow systems
• Discretion in handling confidential information

Nice to Haves

• 1+ year of experience in employee benefits, insurance operations, carrier relations, licensing/appointments, or a similar operational role preferred
• Direct experience submitting or managing carrier appointments, contracting, or producer licensing
• Exposure to agency management or benefits administration systems (e.g., BenefitPoint, AMS360, Employee Navigator, Ease)
• Experience with a ticketing or workflow system (e.g., Monday.com or similar)
• Experience coordinating documents for legal review and signature
• Experience posting to an internal communications platform (e.g., Workvivo)
• Active Life & Health insurance license
• Associate's or Bachelor's degree, or equivalent professional experience

Benefits

• Comprehensive benefits
• Generous PTO and holidays
• Continued education
• Wellness-focused programs
• Fully remote work arrangement