Insurance Operations Coordinator

Insurance Support Specialist Job Summary:

An Insurance Support Specialist is needed to help scale insurance operations without compromising quality, care, or client experience. The ideal candidate will be responsible for guiding clients through the insurance process, tracking applications, and maintaining accurate records.

Main Responsibilities:

• Client Workflow & Application Tracking:
  • Guide each client through the insurance process from submission to approval
  • Monitor the full lifecycle of client applications, from submission to final policy activation
  • Send timely reminders to clients for required steps, such as completing health questionnaires and scheduling medical exams
  • Respond quickly to underwriter requests by gathering necessary documentation or clarifying health-related questions from clients
  • Proactively update clients on their application status with weekly check-ins—no client should feel in the dark
  • Manage the shared support inbox, ensuring all inquiries are addressed
  • Notify clients when their policy is approved, guide them to formally accept it, and send a follow-up when it becomes active
  • Coordinate between clients and the back office to ensure smooth application flow and compliance with insurance provider requests
• Lead Intake & CRM Management:
  • Keep the CRM organized and client records accurate and up-to-date
  • Accurately input and update all relevant client data into the CRM (ActiveCampaign), including personal and medical information such as height, weight, and medications
  • Maintain precise lead status tracking to reflect where each client is in the pipeline
  • Ensure all interactions, updates, and milestones are properly logged in the CRM or internal tracking systems
• Relationship & Communication Management:
  • You'll be the bridge between clients, underwriters, and the internal team—ensuring every touchpoint builds trust and clarity
  • Maintain client relationships through empathetic, timely, and professional communication
  • Handle all follow-ups with warmth and consistency—so clients feel cared for and never have to ask for updates
  • Ensure clear communication across all stakeholders, including underwriters and internal team members, to keep processes flowing
• Ad Hoc Operational Support:
  • You'll jump in where needed and proactively spot areas to improve
  • Answer incoming lead calls (2–3 times per week when the founder is unavailable), gather relevant information, and ask health-related intake questions; ensure clients know what to expect next
  • Manage delegated email tasks—responding or taking action on items forwarded by the founder
  • Identify and resolve operational inefficiencies—whether it's fixing a broken process, creating a checklist, or suggesting a better tool—without needing to be asked

About Our Mission:

We're a high-touch, independent insurance agency helping clients protect their future with clarity, care, and precision. With access to nearly all major carriers, we deliver tailored policies that align with each client's unique life goals and health profile. We specialize in life insurance, disability insurance, and annuities, tailoring solutions to help clients meet their financial objectives. Our mission? To remove the friction from the insurance journey and make life coverage feel human, trustworthy, and efficient.

Led by a sharp, mission-driven founder, our team is laser-focused on excellence, ethics, and long-term client relationships. Every policy is a promise—we make sure it's honored with integrity.

Culture and Core Values:

This is a no-fluff, high-accountability environment where follow-through, trust, and thinking ahead are non-negotiable. If you thrive in a culture of direct feedback, high standards, and zero micromanagement—you'll fit right in.

Growth Opportunities:

We're building a team of proactive problem-solvers with long-term vision. Joining us means not just filling a role but embarking on a personal development journey. The growth potential is substantial, with opportunities to:

• Growth Opportunity – Prove yourself, and there's potential for raises, bonuses, and long-term stability
• Direct Access to the Founder – Work side-by-side with a driven, transparent, and ethical business owner
• Tool Access – Use top-tier platforms like ActiveCampaign, ClickUp, and GSuite to streamline your work
• Mission-Driven Work – Help clients secure peace of mind while contributing to a values-based business
• Your Ideas Matter – Bring your brain, not just your hands—process improvement is encouraged
• Long-Term Stability – This isn't a stepping stone—it's a career path for someone who wants to grow