Market Operations Coordinator

About the Role

As a Market Operations Coordinator, you will support the daily operations of Patriot's Mid-Atlantic 1 market by ensuring administrative and financial processes are accurate, organized, and on schedule. You will work closely with the Director, Market Operations, Finance, regional accounting partners, and agency teams to complete assigned transactions, maintain supporting documentation, and research routine discrepancies.

Key Responsibilities

• Coordinate operational projects, communications, and administrative activities.
• Maintain procedures, tracking logs, records, and supporting documentation.
• Support Agency Management System administration, including transaction processing, document management, reporting assistance, user-request coordination, and issue escalation.
• Prepare and distribute client invoices for agency-billed service fees, consulting fees, and other assigned charges.
• Maintain billing schedules and agreement records, confirming required approvals before releasing invoices.
• Process direct-bill activity, including carrier statement downloads, data entry, receipt matching, production recording, and reconciliation support.
• Prepare and distribute commission statements and support employee, producer, intercompany, broker, and 1099-related commission activity.
• Review accounts-receivable aging and unapplied transactions, document routine follow-up, and escalate delinquent or disputed balances.
• Generate client statements and installment invoices, and process approved client and finance-company refunds.
• Support surplus-lines filings for the cyber practice and Mid-Atlantic 1, and compliance reporting.
• Complete assigned month-end close activities, reconciliations, reporting schedules, and supporting documentation within regional accounting deadlines.
• Prepare schedules and documentation for journal entries and financial reports, researching routine variances.
• Coordinate vendor invoice processing and prepare approved carrier, broker, premium, government, and vendor-payable transactions.
• Maintain payable subledger documentation and respond to routine billing, commission, and payment inquiries.
• Maintain vendor records and contract tracking, coordinate renewal documentation, and escalate service or contract concerns.
• Support deposits, cash receipts, payment application, approved bank transfers, finance-company transactions, and ACH and electronic-funds-transfer activity.
• Complete assigned bank and transaction reconciliations, identifying missing documentation, recurring errors, reconciling items, and control concerns.
• Coordinate office service requests, maintenance, approved purchases, supplies, inventory, and employee operational onboarding needs.
• Support mail, check, document distribution, deposit, and secure records-handling workflows.

Requirements & Tech Stack

• Agency Management Systems
• Microsoft Excel
• Microsoft Office Suite
• Accounting systems
• Financial and operational processing tools
• Applied Epic (Valuable Addition)
• Microsoft Dynamics 365 Business Central (Valuable Addition)
• QuickBooks (Valuable Addition)

Qualifications

• High school diploma or GED.
• Experience supporting administrative, billing, accounting, bookkeeping, finance operations, or commission-processing activities involving financial transactions and reconciliations.
• Working knowledge of billing, receivables, payables, commissions, deposits, reconciliations, and month-end close support.
• Ability to enter, reconcile, review, and report transactional and financial data accurately while maintaining complete supporting documentation.
• Ability to follow established accounting, revenue-recognition, documentation, approval, control, and escalation requirements.
• Strong communication and organizational skills, including the ability to prioritize recurring responsibilities, meet deadlines, and coordinate with internal teams and external partners.
• Ability to research discrepancies, identify routine process issues, recommend practical improvements, and recognize when management review is needed.
• High attention to detail and a commitment to confidentiality, data accuracy, operational controls, and ethical conduct.
• Experience working at an insurance agency supporting Employee Benefits, Property and Casualty, or both. (Valuable Addition)
• Experience with agency and consulting-fee billing, direct bill, carrier and broker payables, commission accounting, accounts-receivable aging, banking transactions, and month-end close support. (Valuable Addition)
• Experience supporting an insurance brokerage with multiple offices or states, acquisition activity, or a matrixed organizational structure. (Valuable Addition)
• Associate degree in Accounting, Finance, Business Administration, or a related field. (Valuable Addition)