Agency Operations Specialist

Who are we:

Toyota Insurance is a brand name of Toyota Insurance Management Solutions USA, LLC (TIMS). We are an independent agency specializing in property and casualty insurance for Toyota vehicle owners. We offer insurance through our trusted carrier partners to provide coverage for your Toyota vehicle, home and other assets. Our mission is to improve the Toyota ownership experience by improving the insurance experience.

Job Overview:
As the Agency Operations Specialist, you will proactively manage and optimize critical operational systems including AgentSync Manage, Vertafore PL Rating, and WebCE integrated with AgentSync Learn. This role ensures accurate credential management, compliance with state regulations, and operational efficiency. Additionally, you will maintain up-to-date agency information, manage agent appointments, and oversee agency E&O updates.

Job Responsibilities:

System Administration & Credentialing:
• Oversee the full lifecycle of producer licensing, appointments, compliance tracking, and onboarding/offboarding within  AgentSync Manage.

• Maintain accurate agent credentials across all carrier platforms to ensure regulatory compliance.

• Assist agents with entering carrier credentials into Vertafore PL Rating for accurate quoting. Manage WebCE integrated with AgentSync Learn to ensure training and compliance.

• Configure and maintain DocuSign integrations for secure document workflows. Regularly audit and update credentials and workflows to uphold compliance and enhance operational efficiency.

Carrier Onboarding & Agency Information:
• Facilitate the onboarding of new carriers, including setup and integration into the agency management system and Vertafore PL Rating system.

• Regularly update and verify agency details across all carrier platforms, ensuring consistency and accuracy.

• Manage agency Errors & Omissions (E&O) insurance records, ensuring annual compliance updates and accurate documentation.

Training, Knowledge Transfer & Collaboration:
• Collaborate cross-departmentally with Compliance, IT, Sales, and HR teams to identify specific training needs.

• Design and deliver targeted ongoing training for agents regarding system usage, compliance, and credential management.

• Create and maintain quick-reference guides and comprehensive process documentation accessible to all stakeholders, ensuring clarity and consistency in operational processes and procedures.
 
Continuous Improvement & Performance Monitoring:
•  Develop and maintain comprehensive documentation and workflows for credential management, compliance, and efficient onboarding/offboarding.

• Continuously refine Jira automations to improve operational clarity and efficiency, identifying proactive enhancements to reduce errors and drive effectiveness.

• Establish and monitor KPIs related to operational accuracy, compliance adherence, and system efficiency.

• Provide regular performance updates to leadership, highlighting successes and areas for improvement while ensuring continuous alignment with organizational objectives.

Required Qualifications:
• Minimum of 3 years' experience in insurance operations, system administration, or related roles.
• Demonstrated expertise with AgentSync Manage, Vertafore PL Rating, and WebCE or equivalent platforms.
• Proven experience managing carrier appointments, agent credentials, and compliance processes.
• Proficiency with Jira or similar workflow automation tools.

Preferred Qualifications:
• Bachelor’s degree in business administration, Insurance, or a related field.
• Project Management Certification (PMP or equivalent).
• Deep understanding of insurance operations, agency compliance, and credential management.

Key Competencies:
• Strong analytical mindset with meticulous attention to detail.
• Excellent organizational and problem-solving skills.
• Effective communication skills with the ability to articulate complex processes clearly.
• Adaptable and collaborative, able to manage shifting priorities and build cross-functional relationships.

Position Type/Expected Hours of Work:

Hybrid work model- Plano, TX

Compensation: 

Base Salary: $50,000-$70,000 based on skills and experience

What are the Perks? ·      

• Healthcare packages to support your mental, physical, and emotional well-being.        
• PTO and Paid Holidays – Helping you be a world changer outside of the office.         
• 401K Matching – We are committed to team members’ financial health.       
• Challenge and Opportunity – A tight-knit, fun environment that encourages personal and professional growth.  

Work Environment and Physical Demands:

General office environment.  No special physical demands required.

Scope of Management:

Total of direct reports: 0

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Work Authorization:

Applicants must be authorized to work for any employer in the U.S. This position does not offer sponsorship or the transfer of sponsorship of employment Visa.

Learn More:

Visit our website Toyota Auto Insurance | Toyota Auto Insurance (toyotaims.com) to learn more about our company culture and career opportunities.

FLSA Job Status:  ☒ Exempt      ☐Non-Exempt

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability status. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

An Equal Opportunity Employer: Female / Minority / Disability / Protected Veteran / Sexual Orientation / Gender Identity

'EEOC is The Law' Information:

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Candidates must already hold work eligibility for the United States.

Salary : $50,000 - $70,000