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Administrative Specialist (Contracting)

Miami, FL, USA

Job Type

Full Time



About the Role

Our Administrative Specialist performs higher-level office support duties and provides specialized program support for the Contracting Department. Administrative Specialists perform a wide range of administrative and personal assistant duties, including assisting agents in terminating contracts on favorable terms, contacting carriers for agent appointments, acquiring agency state licenses, onboarding new agents, and being the liaison between agents and all carriers. The administrative specialist will manage incoming inquiries, maintain regular communication with affiliated brokers, and ensure all aspects of licensing and contracting are fulfilled within company guidelines.


  • Respond to and initiate inquiries from actively licensed agents.

  • Ensure appropriate licensure for sales agents (NIPR).

  • Request license changes and renewals and communicate needs with agents.

  • Perform specialized administrative duties required to support the specific program area, using discretion to make judgments based on operating guidelines.

  • Compile and maintain information that may require web researching, gathering, compiling, and updating data and records.

  • Perform other administrative duties as required to support the mission and function of the unit.

  • Maintain accuracy of the agent grid for all resident and non-resident state licensing with carrier appointments.

  • Work with newly hired agents and carriers to ensure licensing appointments and certifications are completed on a timely basis.

  • Operate independently to ensure an efficient and smooth administration of licensure procedures.

  • Develop and recommend process improvements for the compliance program.

  • Assist agents in fulfilling the terms of or to terminate contracts on mutually amicable terms.

  • Clearly explain contracts and appointment terminology to agents and other interested parties.

  • Self-monitor progress according to the schedule of completion to submit drafts and documents in a timely manner.

  • Proofread, edit, and fact-check appointment documents for accuracy and consistency, according to a style guide if provided by the agent.

  • Complete any other duties assigned by the Senior Contracting Specialist.

  • Student employees must work a minimum of 20 hours per week.

  • This position requires a person who must be able to work under stress and deal with the public effectively in a professional manner. 

  • Proficient in Microsoft Word, Excel, and PowerPoint.

  • Proficient computer skills.

  • Detail oriented.

  • Demonstrated ability to read, write, and speak English and Spanish fluently. 

  • Customer service skills.

  • Honest and ethical team player.

  • Sense of urgency with the ability to multitask under pressure.

  • Excellent communication skills, both written and verbal.

  • Communicate effectively so they can complete work on time.

  • High School diploma or General Education Degree (GED) is required.

  • 2–3 years of relevant experience in an office environment.

  • Able to type a minimum of 35 words per minute (minimum).

  • Comfortable multitasking and prioritizing tasks without guidance. 

  • Strong attendance history of punctuality.

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