Note: The job is a remote job and is open to candidates in USA. Patriot Growth Insurance Services is hiring a Market Operations Coordinator to support daily administrative and financial operations for its Mid-Atlantic 1 market. The role handles billing, commissions, payments, reconciliations, documentation, and office coordination while following established procedures and escalating exceptions as needed.
Responsibilities
- Coordinate operational projects, communications, and administrative activities assigned by the Director, Market Operations
- Maintain procedures, tracking logs, records, and supporting documentation to promote accuracy and consistency across the market
- Support Agency Management System administration through transaction processing, document management, reporting assistance, user-request coordination, and issue escalation
- Prepare and distribute client invoices for agency-billed service fees, consulting fees, and other assigned charges using approved agreements, rates, schedules, and documentation
- 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, and reconciliation support
- Prepare and distribute commission statements and support employee, producer, intercompany, broker, and 1099-related commission activity
- 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, along with 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, researching routine variances and submitting 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 and electronic-funds-transfer activity
- Complete assigned bank and transaction reconciliations, 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, document distribution, deposit, and secure records-handling workflows in accordance with established procedures
Skills
- Detail-oriented and thorough, with a strong commitment to accurate records and complete documentation
- Dependable and organized, with the ability to balance recurring deadlines and changing priorities
- A practical problem-solver who researches discrepancies and follows issues through to resolution or appropriate escalation
- A clear communicator who coordinates effectively with colleagues and external business partners
- Collaborative and comfortable supporting multiple teams and office locations
- Careful and accountable when following approval requirements and financial controls
- Discreet and professional when handling confidential employee, client, banking, and financial information
- 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
- Experience working at an insurance agency supporting Employee Benefits, Property and Casualty, or both
- 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
Benefits
- Multiple medical plan options, with preventive care covered at 100%
- Free virtual medical and mental healthcare for employees and their families, plus a dedicated healthcare concierge to help you navigate benefits, compare prescription costs, and make more confident, personalized care decisions
- Employer-paid short-term and long-term disability coverage
- Paid parental leave
- Personalized PTO that lets you take time away when you need it, without traditional accruals, plus separate sick leave
- Competitive 401(k) company match to help you build your financial future
- Comprehensive dental and vision coverage
- Employee Assistance Program with confidential mental health, legal, financial, and work-life support
- Company paid holidays
Company Overview