[Remote] Market Operations Coordinator

Note: The job is a remote job and is open to candidates in USA. Patriot Growth Insurance Services is hiring a Market Operations Coordinator to support daily administrative and financial operations for its Mid-Atlantic 1 market. The role handles billing, commissions, payments, reconciliations, documentation, and office coordination while following established procedures and escalating exceptions as needed.

Responsibilities

• Coordinate operational projects, communications, and administrative activities assigned by the Director, Market Operations
• Maintain procedures, tracking logs, records, and supporting documentation to promote accuracy and consistency across the market
• Support Agency Management System administration through 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 using approved agreements, rates, schedules, and documentation
• 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 for resolution
• 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, along with compliance reporting such as unclaimed-property filings
• 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 and submitting materials for review and approval
• 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 from vendors, carriers, and brokers
• Maintain vendor records and contract tracking, coordinate renewal documentation, and escalate service or contract concerns to the Director, Market Operations
• 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 for escalation
• Coordinate office service requests, maintenance, approved purchases, supplies, inventory, and employee operational onboarding needs across assigned locations
• Support mail, check, document distribution, deposit, and secure records-handling workflows in accordance with established procedures

Skills

• Detail-oriented and thorough, with a strong commitment to accurate records and complete documentation
• Dependable and organized, with the ability to balance recurring deadlines and changing priorities
• A practical problem-solver who researches discrepancies and follows issues through to resolution or appropriate escalation
• A clear communicator who coordinates effectively with colleagues and external business partners
• Collaborative and comfortable supporting multiple teams and office locations
• Careful and accountable when following approval requirements and financial controls
• Discreet and professional when handling confidential employee, client, banking, and financial information
• 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
• Experience using Agency Management Systems, accounting systems, Microsoft Excel, Microsoft Office Suite, and other financial and operational processing tools
• 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
• Experience with Applied Epic and accounting systems such as Microsoft Dynamics 365 Business Central or QuickBooks
• 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
• Experience supporting an insurance brokerage with multiple offices or states, acquisition activity, or a matrixed organizational structure
• Associate degree in Accounting, Finance, Business Administration, or a related field

Benefits

• Multiple medical plan options, with preventive care covered at 100%
• Free virtual medical and mental healthcare for employees and their families, plus a dedicated healthcare concierge to help you navigate benefits, compare prescription costs, and make more confident, personalized care decisions
• Employer-paid short-term and long-term disability coverage
• Paid parental leave
• Personalized PTO that lets you take time away when you need it, without traditional accruals, plus separate sick leave
• Competitive 401(k) company match to help you build your financial future
• Comprehensive dental and vision coverage
• Employee Assistance Program with confidential mental health, legal, financial, and work-life support
• Company paid holidays

Company Overview