Job Description

• Manage incoming mail for insurance policies, invoices, and correspondence.
• Archive client insurance policies in digital format for both Vantaca and SharePoint.
• Update the Vantaca database with current policy information. Track policy expiration notices and managing related action items
• Coordinate delivery of invoices, cancellation notices, and other time-sensitive insurance materials to appropriate personnel.
• Manually enter invoices to ensure timely payment, oversee installment plans, set up service contracts and Finance Agreements.
• Make payments online or over the phone for Emergency Situations.
• Identify and resolve missing policy issues or coverage gaps by working with insurance agents and community managers.
• Coordinate insurance bidding processes with AIAI.
• Organize and manage the insurance email inbox, ensuring prompt responses.
• Corresponding with boards about upcoming renewals.
• Participate in special projects beyond core responsibilities.
• Ensure full compliance with all insurance policies by proactively managing related tasks and deadlines.
• Oversee action items for upcoming policy expirations, review policy documents for accuracy, and promptly address any missing information.
• Follow up on outstanding items via email and phone within designated timeframes to ensure timely resolution.
• Add comprehensive and detailed notes to all records and communications, ensuring transparency and accountability across the team.
• On a daily basis, monitor the number of expiring policies, track open follow-up items, manage ongoing renewals, and verify that premium payments are processed on time.
• Demonstrate exceptional attention to detail in all aspects of insurance administration.
• Flexibility and willingness to engage in special projects that support organizational goals or operational improvements.
• Track insurance claims and coordinate logging and reporting of extraordinary services hours related to insurance claims

• Highly detail oriented
• Excellent data entry skills
• Excellent organizational skills
• Experienced with use of SQL databases and Excel
• Exceptional time management skills
• Working knowledge of insurance industry/products is preferred.
• Ability to coordinate cross-functional teams and communicate effectively.

• Paid Time Off
• Company Paid Holidays
• Comprehensive medical, dental, and vision plans are available
• 401(k)
• Life Insurance
• Short-term Disability
• Long-term Disability
• Accident coverage
• Critical Illness coverage
• Employee Assistance Program