Brokerage Assistant

Job Description

Position Summary: Brokerage Assistant

As a Brokerage Assistant, you will play a crucial role in supporting the Associate Broker (AB), Broker, or Practice Group Leader. Your primary objective is to facilitate the seamless day-to-day operations of the department by addressing both technical and clerical requirements. This position is integral to the successful servicing of both new and renewal business, ensuring all active and expired policy files are managed with precision and efficiency. You will operate in strict adherence to established Brown & Riding values, goals, and procedures, contributing directly to the firm’s commitment to high-quality client service.

Essential Functions:

• Achieve Quality Measurement Goals: Consistently deliver high-quality service to assigned clients and accounts. Ensure all file activity, including policies, endorsements, subjectivities, and all active and expired file correspondence and documentation, meets or exceeds established quality procedures with regard to timeliness and accuracy.
• Support the Submission Process: Assist the Associate Broker with the submission process for new business and renewals, ensuring all necessary documentation is gathered and prepared accurately, as assigned.
• Prepare Quotes and Confirmation of Coverage (Binders): Generate accurate insurance quotes and formal Confirmation of Coverage (Binders) as directed, providing essential documentation for clients and carriers.
• Policy Checking: Meticulously review issued policies to verify that all terms, conditions, and coverages are in precise accordance with what was originally bound with the carrier, identifying and resolving any discrepancies.
• Manage Endorsements: Process requests for policy changes (endorsements), diligently follow up with carriers for their issuance, review them for accuracy upon receipt, handle invoicing, and ensure their timely transmission to the agent.
• Oversee Suspense Items: Proactively manage and maintain “suspenses” – pending items awaiting action or documentation from retailers and carriers. This includes consistent follow-up on outstanding items and escalating unresolved issues to the broker or AB when necessary to prevent delays.
• Ensure Surplus Line Compliance: Guarantee that all Surplus Line documents are correctly prepared and submitted on time, adhering to regulatory requirements to ensure compliance.
• Enhance System Proficiency: Continuously learn and improve system skills to maximize efficiency and effectiveness in daily tasks.
• Participate in Professional Development: Attend educational seminars and workshops as required, fostering continuous growth in industry knowledge and skills.
• Prepare Renewal Communications: Produce and mail renewal letters along with applications to customers when applicable, initiating the renewal process.
• Review Business Information: Review renewal and/or new business information submitted by customers, and, as directed, request any supplemental or explanatory details required for thorough underwriting.
• Process Certificates of Insurance: Efficiently process certificates of insurance when applicable, providing proof of coverage as needed.

Other Responsibilities:

• Contribute to Process Improvement: Provide valuable input to the development and refinement of departmental procedures, helping to optimize workflows.
• Assist with Financial Reconciliation: Support accounting reconciliation projects, ensuring financial accuracy and alignment.
• Perform Assigned Duties: Undertake other work-related duties as assigned, demonstrating flexibility and a willingness to contribute broadly.
• Collaborate on Special Projects: Work closely with the AB Team Lead and assigned Broker(s) to identify and engage in other projects where your skills, experience, and knowledge can be effectively utilized.
• Provide Team Support: Assist in handling the duties of team members, as appropriate, during their absences, ensuring continuity of operations and a strong team environment.

Education, Experience and Skills Required:

• Experience: 0-3 years of relevant insurance experience, demonstrating a foundational understanding of industry practices.
• Professional Development: Willingness and ability to actively participate in insurance classes and pursue industry designations to continually grow in the position and enhance professional expertise.
• Organizational and Communication Skills: Possess exceptional organization, follow-up, communication (both verbal and written), and interpersonal skills, crucial for effective client and internal team interactions.
• Proactive Problem-Solving: Exhibit an intuitive and proactive approach to identifying and addressing business problems and proposing effective solutions.
• Collaborative Spirit: Demonstrate excellent listening skills and a genuine willingness to help and support colleagues and clients.
• Technical Proficiency: Advanced skill level in PC software, including Microsoft Word, Excel, and other relevant industry-specific software as required.
• Adaptability: Ability to be flexible in work schedule as needed, accommodating varying workloads and priorities.
• Autonomy: Proven ability to manage time effectively and complete tasks with minimal supervision, demonstrating strong personal accountability.
• Interpersonal Versatility: Capable of interacting effectively with a variety of personality styles, fostering positive working relationships.
• Licensing: Possess or be able to secure the appropriate insurance license within the timeframe determined by state requirements.

Work Environment:

The physical activities associated with this job are within the normal expectations of a typical office environment. This includes a balance of standing, walking, sitting, reaching, and other movements that are generally within the incumbent’s control.

Vision requirements are within the normal range, correctable with glasses or contacts, and aspects such as color vision, peripheral vision, and depth perception have no significant impact on job performance.

The working environment is primarily within the confines of an office, where normal climate conditions support effective job performance. While the role is largely office-based, some daily travel may include limited time spent outdoors as part of a normal commute.

The risk of exposure to hazardous materials, electrical shock, explosives, radiation, vibration, or airborne particles is at an extreme minimum. Protective clothing is typically not necessary for effective job performance or safety in this role.