Policy Administrator

Policy Administrator

The primary focus of the Policy Administrator is to provide policy administration and accounting support to the Programs Division and clients in accordance with the objectives and procedures outlined by the Director of Programs Operations.

Essential Duties & Responsibilities

• Provide day to day client service to assist Underwriters and Underwriting Assistants with policy administration
• Act as liaison for clients and carriers to research and resolve routine policy administrative and accounting problems.
• Respond to client and carrier questions in a timely manner, by requesting assistance form others on the team when needed.
• Issue Conditional Renewal and Non-Renewal notices indicated on expiration list by underwriting staff.
• Receive, sort and distribute incoming department mail including monitoring email mailboxes.
• Create and maintain policy files and other records needed in accordance with division and carrier policies and procedures.
• Set-up and process Brokerage Agreement for new appointed retail agent.
• Maintain and update retail agent information in Data Maintenance Utility (DMU).
• Deliver Certificate of Mailing at USPS on a monthly basis.
• Administer Premium Audit process
• Request final audit from third party premium audit vendor 45-60 days from the expiration date.
• Responsible for reviewing audit worksheets, calculating variances and referring large premium audits to the underwriter for review within a predetermined timeline.
• Issue, invoice and distribute premium audit endorsements to retail agent.
• Issue non-compliance letters to policyholder.
• Issue Legal Notice of Cancellation on existing policy due to non-compliance of the final audit on the expired policy out of ODEN.
• Notify the underwriting team to issue the Cancellation Endorsement due to non-compliance of the final audit.
• Respond to initial premium audit disputes according to carrier guidelines.
• Recommend endorsement increases / decreases to underwriter on existing policies.
• Assist with Programs accounting and accounts receivable functions.
• Print and mail retail agent monthly statement.
• Distribute cancellation notices to retail agents.
• Investigate and resolve commission discrepancies.
• Follow-up on commissions due back to MMA Programs.
• Post retail agent commissions upon receiving the Direct Bill Statement from accounting.
• Review credits to determine refund checks for retail agent.
• Process and submit refund check requests to accounting.
• Mail refund and commission checks to retail agents.
• Monitor the Aged Accounts Receivable report and take appropriate action.
• Issue Legal Notice of Cancellation due to non-payment of premium out of ODEN. Follow-up for payments to determine if Reinstatement Notice needs to be issued.
• Notify the underwriting team to issue the Cancellation Endorsement due to non-payment of premium.
• Monitor and take appropriate action on Direct Collections.
• Monitor AFCO Account Analysis Report for Cancellation Recommendations and Final Notice notifications.
• Establish and consistently maintain effective and positive working relationships with associates, clients and carriers.
• Actively participate in department meetings and educational classes by sharing information and suggestions with fellow department members.
• Create an environment oriented to trust, open communication, and cohesive team efforts.
• Maintain the professional standards established by the firm when working with clients.
• Provide back-up coverage for as requested and other duties as assigned.

Education and / or Experience

Successful candidate will be a service oriented individual with high personal standards and a hands-on work style. This position requires an individual who is comfortable working at a varying pace, managing multiple tasks and deadlines simultaneously, adjusting priorities often, and managing frequent interruptions.

This position interacts with and provides service to internal associates and has contact with external vendors. The Lead Policy Administrator must be positive and approachable, and work effectively with diverse personalities. In addition, the following is required unless otherwise noted :

Work Environment & Physical Demands

The applicable base salary range for this role is $33,300 to $62,000.

The base pay offered will be determined on factors such as experience, skills, training, location, certifications, education, and any applicable minimum wage requirements. Decisions will be determined on a case-by-case basis. In addition to the base salary, this position may be eligible for performance-based incentives. We are excited to offer a competitive total rewards package which includes health and welfare benefits, tuition assistance, 401K savings and other retirement programs as well as employee assistance programs.