Operations Consultant - I (USD) at Mindlance in Los Angeles, CA

Job description

• Individuals in this role provide dedicated administrative and operational support for the General Office, helping to streamline processes and enhance service for Agency stakeholders. They manage a wide range of
• responsibilities including resource coordination, financial processing, and oversight of daily office operations such as mail handling, reception, supplies, and facility requests. The role supports new business by
• assisting agents with their questions and processing permissible policy changes. Additionally, this position ensures strong governance and compliance by handling various financial and operational reports.

Responsibilities

• • Agency Manager Admin Support
• • Handle mail (ICFR Log, scanning paper apps, depositing
• checks, etc.)
• • Agent Assignments – Processing
• • Agent of the Day
• • Business Cards Ordering
• • Client Information Requests
• • Conference Rooms Reservations
• • Contract Maintenance - Distribution Emails
• • Copier Charges – Reconcile
• • Council - Travel Allowance/Reimbursement
• • Employment Verification - Active Agents
• • Fingerprint and I-9 verification
• • GO Announcements/Communications
• • Group Benefit Issues
• • ICFR Logs
• • MDRT Recognition - Application Tracking and Approval
• • Occupancy - Agreements, Rental Escalations and Adjustments
• • Order Supplies
• • Policy Assembly
• • Postage - Funds and Supplies
• • R&D Statements - Distribute to Partners and SDM’s
• • Reception - Answer Phones, Greet Guests
• • Resource Assignment for New Agents - Mailboxes, keys,
• security access, phones, etc.
• • Resource Removal for Terminated Agents - Mailboxes, keys,
• security access, phones, etc.
• • Routing Orphan Clients to Agent of the Day; providing Policy
• Summary requests
• • TAS Warning Tracking - 4 Month Triggering Initial –
• coordinate with Onboarding tea
• • Close accounts for End-of-Day
• • Accounts Payable - P-Card, ReadSoft, GO bills
• • Check - Approval (Ledger), Deposit and Print
• • Discretionary Accounts for MP, GO Account, EP, SP, Partner
• • Expense Allowance - Submissions and Approvals
• • Ledger Debits, including Special Debit Arrangements
• • Ledger Liens and Garnishments
• • Ledger Withdrawal EFT & Paper Check
• • Suspending funds via MPP form
• • 407(b) Brokerage Letters
• • Building Maintenance Requests
• • Contest Logs Gift Log
• • Transfer of Interest
• • Assign pending cases from terminated Agents to identified
• active Agents
• • Maintain working knowledge of New Business workflows and
• systems (e.g., App Central, ALIP).
• • Support Agents in understanding how to view and manage
• their cases.
• • Process CDCs for reductions in face amount, correcting
• name/DOB/address, mode changes and removing a rider. No
• VULs or Part IIs and nothing that increases risk.
• • Prepare and edit amendments in our application systems.
• • Understand and track the appeals process including
• monitoring in system through to resolution.
• Commission inquiries and Transfers of Interest
• Facilities management
• GO moves, remodels, and event coordination
• Troubleshoot and
• resolve onsite technology, Telephony and network
• issues.
• Signature Guarantees and reporting
• TAS opt-outs, extensions, and CAP waivers
• TAS warnings and tax audit letter management
• End of day reporting
• • Act as back-up to the Service Leader on monthly reportingOutstanding Check Report
• Returned Check Report
• Cash Premium Settlement Report
• Hoteling/rent/phone Report
• Gift Log (quarterly

Requirements

• Provide dedicated administrative and operational support for the General Office
• Manage a wide range of responsibilities including resource coordination, financial processing, and oversight of daily office operations
• Handle mail (ICFR Log, scanning paper apps, depositing checks, etc.)
• Process Agent Assignments
• Handle Client Information Requests
• Manage Conference Rooms Reservations
• Reconcile Copier Charges
• Process Council Travel Allowance/Reimbursement
• Handle Employment Verification for Active Agents
• Perform Fingerprint and I-9 verification
• Manage GO Announcements/Communications
• Handle Group Benefit Issues
• Maintain ICFR Logs
• Track and approve MDRT Recognition applications
• Manage Occupancy agreements, rental escalations and adjustments
• Order Supplies
• Assemble Policies
• Manage Postage funds and supplies
• Distribute R&D Statements to Partners and SDM's
• Answer phones and greet guests at reception
• Assign resources for new agents (mailboxes, keys, security access, phones)
• Remove resources for terminated agents
• Route orphan clients to Agent of the Day and provide Policy Summary requests
• Track TAS warnings with 4-month triggering initial and coordinate with Onboarding team
• Close accounts for End-of-Day
• Handle Accounts Payable (P-Card, ReadSoft, GO bills)
• Approve, deposit, and print checks
• Manage Discretionary Accounts for MP, GO Account, EP, SP, Partner
• Process Expense Allowance submissions and approvals
• Handle Ledger Debits, including Special Debit Arrangements
• Manage Ledger Liens and Garnishments
• Process Ledger Withdrawal EFT & Paper Check
• Suspend funds via MPP form
• Process 407(b) Brokerage Letters
• Handle Building Maintenance Requests
• Manage Contest Logs and Gift Log
• Process Transfer of Interest
• Assign pending cases from terminated Agents to active Agents
• Maintain working knowledge of New Business workflows and systems (e.g., App Central, ALIP)
• Support Agents in understanding how to view and manage their cases
• Process CDCs for reductions in face amount, correcting name/DOB/address, mode changes and removing a rider
• Prepare and edit amendments in application systems
• Understand and track the appeals process
• Assist with Commission inquiries and Transfers of Interest, Facilities management, GO moves, remodels, and event coordination
• Troubleshoot and resolve onsite technology, Telephony and network issues
• Process Signature Guarantees and reporting, TAS opt-outs, extensions, and CAP waivers, TAS warnings and tax audit letter management, End of day reporting
• Act as back-up to the Service Leader on monthly reporting

Skills

Required

• Administrative support
• Financial processing
• Resource coordination
• Mail handling
• Reception duties
• Supply management
• Facility request management
• Agent support
• Policy change processing
• Governance and compliance
• Financial reporting
• Operational reporting

Benefits

• Health insurance
• 401(k)
• Dental Insurance
• Vision Insurance
• Referral Program
• Travel Allowances