Broker Assistant

Heffernan•Walnut Creek, CA

9d•$40,000 - $60,000

About The Position

The Broker Assistant supports the brokerage team by managing the endâtoâend processing of new business and renewal accounts across wholesale and surplus lines. This role ensures timely and accurate handling of submissions, quotes, bind requests, endorsements, and policy changes while maintaining complete and precise documentation in the agency management system. The Broker Assistant collaborates closely with Brokers, retail agents, carriers, and internal teams to move submissions forward, resolve outstanding items, and uphold service standards. Through effective communication, workflow management, and strong attention to detail, this role contributes to efficient operations, improved turnaround times, and an exceptional client experience.

Requirements

Education – High School diploma or GED required.
0-2 years of experience in insurance, finance, or an administrative support role preferred.
Experience working with Applied/EPIC agency management system preferred.
Strong analytical and problem-solving skills, with keen attention to detail.
Excellent communication skills required, both verbal and written.
Highly organized and able to manage competing priorities and deadlines.
Must establish and maintain effective relationships with colleagues, customers, and business partners.
Proficient in MS Office – namely Outlook, Word, Excel, and PowerPoint.
Professional demeanor and behavior required.

Nice To Haves

Experience working with Applied/EPIC agency management system preferred.
0-2 years of experience in insurance, finance, or an administrative support role preferred.

Responsibilities

Assist Brokers with new business and renewal submissions.
Prepare quotes and proposals
Utilize API and quoting platforms to streamline the quoting process for new submissions and renewals.
Administer the creation and setup of Broker of Record (BOR) shells.
Prepare and issue bind requests, endorsements, cancellations, and reinstatements as necessary, while ensuring accuracy and adherence to established deadlines.
Conduct follow-ups on subjectivity items to ensure all conditions for binding are met.
Manage payment follow-ups to ensure timely receipt of premiums and reduce outstanding receivables.
Process mid-term changes, including non-monetary adjustments to maintain accurate policy records.
Enter and maintain accurate client and policy data in the agency management system.
Engage in solicitation communication with clients and order loss runs as necessary to support underwriting efforts.
Communicate professionally with retail agents, carriers, and internal teams.
Ensure compliance with internal procedures, carrier guidelines, and regulatory requirements.
Support special projects and additional tasks as assigned.