Assistant EB Operations Coordinator

Careers feel different when the culture actually means something.

At The Liberty Company, our people-first approach has earned us multiple years of recognition as a top insurance employer-and it shows in how we work every day. We value fresh ideas, teamwork, and taking care of the people who make our success possible. Along with an award-winning culture, we offer competitive pay, comprehensive benefits, generous PTO and holidays, continued education, and wellness-focused programs designed to help you bring your best self to work. If you’re ready to grow with a company that truly invests in its people, you’re in the right place. We're looking for an up and coming Assistant Employee Benefits Operations Coordinator to join our growing team!

JOB SUMMARY

The Assistant EB Operations Coordinator supports the day-to-day operational engine of the Employee Benefits practice. This role is a hands-on driver behind carrier appointments, carrier access and logins, signature and legal routing, and the daily task flow that keeps Account Management and Sales teams moving without friction.

KEY RESPONSIBILITIES

Carrier Appointments & Contracting

• 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

Carrier Access, Logins & Portal Support

• 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

Legal & Signature Coordination

• 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

Daily Operations & Task Follow-Through

• 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

Cross-Functional Partnership & Communication

• 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

Execution Expectations

• 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

Competencies

• To perform the job successfully, an individual should demonstrate the following competencies: Ownership, Persistence, Follow-Through, Resourcefulness, Organization, Attention to Detail, Written and Verbal Communication, Collaboration, Professionalism, Adaptability, Initiative, and Relationship Building.

Qualifications

QUALIFICATIONS

Must-Haves

• 1+ year of experience in employee benefits, insurance operations, carrier relations, licensing/appointments, or a similar operational role preferred
• 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

• 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, or willingness to obtain one
• Associate’s or Bachelor’s degree, or equivalent professional experience

Travel Requirements

• Limited. Occasional travel may be required for vendor functions or training where a virtual option is not available.

Promoting Peace of Mind for All

At Liberty, we take great care to promote peace of mind for all. We create a safe space to find your Joy of Being as your most authentic self. Being uniquely YOU, with your unique experiences and ideas, we will continue to strengthen our company as we grow together.

HABU has nothing to do with age, gender identity, race, sexual orientation, physical or mental ability, or ethnicity. We pursue people who value: Integrity, excellence, caring, kindness, fairness, teamwork, good feelings, and fun! Liberty empowers our team with tools and knowledge to support the purposeful spread of positive energy, kindness, and good feelings with others.

We recognize that our industry has more work to do in advancing diversity and inclusion. Our dream is to become the north star others can look to for direction as we advance together.

*Qualified applications with arrest or conviction records WILL be considered for employment. For positions in our organization that require a state insurance license to perform the duties described herein, applicants must meet the state licensing requirements as required by the applicable DOI, must not have been disqualified or barred from licensure, and must not have been prohibited from conducting the business of insurance under Title 18 U.S. Code, §§1033 and 1034 to qualify for that role