Insurance Broker Administrative Assistant / Base Shop Coordinator
Position: Insurance Broker Administrative Assistant / Base Shop Coordinator
Industry: Life Insurance & Annuities / Financial Services
Job Type: Full-Time or Part-Time
Work Setting: In-Person
Compensation: Base compensation based on experience, with eligibility for performance-based bonuses and opportunities for increased compensation as the organization grows.
Position Overview
We are seeking a highly organized, proactive, and detail-oriented Insurance Broker Administrative Assistant / Base Shop Coordinator to support the administrative and operational needs of a growing life insurance and annuity brokerage.
This position plays an important role in supporting our agents throughout the licensing and contracting process, monitoring new business, coordinating with insurance carriers, and maintaining accurate operational records.
The ideal candidate is an effective communicator who is comfortable managing multiple priorities, following up consistently, working with spreadsheets and administrative systems, and taking ownership of deadlines.
This role offers an opportunity for professional advancement, increased responsibility, and performance-based bonuses tied to individual contribution and overall team performance. Compensation growth and bonuses are not guaranteed and may be based on applicable performance criteria.
Position & Scope of Work
The Base Shop Coordinator will apply their professional skills and services toward supporting the administrative and operational needs of the Company.
Responsibilities include, but are not limited to:
Agent Licensing & Onboarding
- Coordinate the licensing process for new and existing agents and work toward ensuring licensing requirements are completed in accordance with applicable state and company requirements, with a target completion timeframe of approximately 7–14 days, when feasible.
- Coordinate and track agent licensing progress, license renewals, and outstanding licensing requirements.
- Maintain frequent communication with agents regarding licensing study materials, exam scheduling, exam dates, exam outcomes, and next steps.
- Assist agents with rescheduling insurance exams and fingerprint appointments when necessary.
- Follow up consistently with agents, carriers, licensing departments, and other relevant parties to facilitate timely completion of licensing requirements.
Carrier Contracting & Appointments
- Monitor agent contracting and carrier appointment processes.
- Track the status of carrier appointments and producer codes.
- Follow up with carriers and appropriate departments with the goal of helping agents receive producer codes promptly, including a target of approximately 7 days after the required license information has been uploaded into the company’s designated system.
- Identify contracting or appointment delays and communicate outstanding issues to the appropriate agents and leadership.
New Business & Policy Placement
- Monitor new business submissions originating from the base shop.
- Conduct appropriate follow-up with agents, clients, insurance carriers, and relevant departments regarding outstanding new-business requirements.
- Track pending applications through the underwriting and placement process.
- Help identify outstanding requirements that could delay policy issuance or placement.
- Maintain consistent communication with agents regarding pending cases and required actions.
- Assist in supporting timely policy placement and strong policy persistency.
Tracking, Reporting & Administration
- Maintain accurate records of licensing, contracting, policy placement, and persistency using company systems, shared documents, and spreadsheets.
- Keep tracking documents current and organized.
- Provide regular updates to leadership regarding licensing progress, pending business, outstanding requirements, carrier issues, and other operational matters.
- Escalate time-sensitive issues or significant delays to leadership when appropriate.
- Maintain confidentiality when handling agent, client, licensing, and business information.
- Attend designated office meetings, trainings, and other important company events as required for the position.
- Provide additional administrative and operational support as reasonably required.
Qualifications
The ideal candidate will possess:
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Strong attention to detail and accuracy.
- Ability to manage multiple agents, cases, deadlines, and follow-up items simultaneously.
- Strong follow-through and willingness to proactively contact agents, carriers, and departments until outstanding items are resolved.
- Comfort working with spreadsheets, shared documents, email, and web-based business systems.
- Ability to learn insurance carrier portals and licensing/contracting procedures.
- Professional communication skills when interacting with agents, clients, carriers, and company leadership.
- Ability to handle confidential and sensitive business information appropriately.
- Ability to work independently while contributing effectively within a team environment.
Previous experience in insurance, financial services, insurance licensing, carrier contracting, new-business processing, case management, or administrative operations is preferred but not required for candidates with strong organizational and communication skills.
Growth & Compensation Opportunity
This position is designed for someone who wants more than a traditional administrative role.
As the organization grows, there may be opportunities to take on greater responsibility in areas such as operations, agent onboarding, licensing management, new-business coordination, case management, team administration, and leadership support.
In addition to base compensation, eligible employees may have opportunities to earn performance-based bonuses tied to defined individual and/or team performance objectives.
Potential compensation growth may reflect factors such as:
- Quality and accuracy of work.
- Timeliness of licensing and contracting follow-up.
- Effective management of pending business and outstanding requirements.
- Administrative efficiency and organization.
- Consistency and reliability.
- Contribution to team and organizational performance.
- Increased responsibilities and advancement within the organization.
Bonus eligibility, amounts, and advancement opportunities are subject to company policies and applicable performance criteria and are not guaranteed.
What We’re Looking For
We are looking for someone who takes ownership.
This position is best suited for an individual who does not simply wait for tasks to be assigned, but actively monitors what needs to be completed, follows up consistently, identifies potential problems, and works toward solutions.
If you are organized, dependable, comfortable in a fast-paced environment, and interested in growing alongside an expanding insurance and financial-services organization, we encourage you to apply.
Equal Opportunity Statement:
We are committed to providing equal employment opportunities to qualified applicants and employees in accordance with applicable federal, state, and local laws.
Pay: $1,500.00 - $4,000.00 per month
Work Location: In person
