Sales & Marketing Support Coordinator

Proctor Financial, Inc.•Daytona Beach, FL

About The Position

The Sales & Marketing Support Coordinator supports Proctor Loan Protector’s sales, marketing, service, and underwriting departments. The role organizes quote and proposal requests, generates proposals for sales representatives and agents, binds new client business, and supports policy production for new accounts. It also provides day-to-day administrative support to agents and agencies, maintains their records and documentation, and produces recurring sales and agency reports. The coordinator manages insurance quoting, applications, proposal generation, new-client setup, and the Broker of Record process. The role maintains sales-cycle and client data in Salesforce, supports quoting and submissions for Specialty Lines products, and helps ensure proposal accuracy in Qvidian. For agency management, the coordinator handles agent setup and contracting, monitors credential renewals, maintains records in AS400 and Salesforce, responds to inquiries, and works with Marketing on agent communications and distribution lists. The position also generates monthly and annual reports, follows documented procedures, and works within internal policies and service-level expectations. It requires strong organization, communication, attention to detail, confidentiality, problem-solving, adaptability, and quality control. The work is sedentary and involves extended computer and telephone use, with occasional physical activities such as standing, reaching, bending, and lifting or carrying items under 10 pounds.

Requirements

High school diploma or GED.
Proficiency in Microsoft Office, including Word and Excel.
Michigan Property & Casualty license, or willingness to obtain one within six months.
1–3 years of experience in a similar position.
Working knowledge of internal policies and procedures to ensure SLAs are met on sales support activities.
Strong attention to detail and follow-through on multi-step documentation processes.
Exceptional telephone demeanor.
Ability to maintain a high level of confidentiality.
Ability to use discretion, exercise good judgment, and demonstrate resourcefulness.
Ability to plan and prioritize work, use time efficiently, and organize activities.
Strong oral and written communication skills, including clear speaking, editing for spelling and grammar, presenting numerical data effectively, and interpreting written information.
Ability to identify and resolve problems in a timely manner and gather and analyze information skillfully.
Accuracy and thoroughness, with the ability to monitor work quality.
Ability to adapt to changing work conditions, competing demands, delays, and unexpected events.
Ability to observe safety and security procedures and use equipment and materials properly.

Nice To Haves

Practical knowledge of personal computers and company programs, including Salesforce, SentryFile, AS400, and Qvidian.
Prior experience with agent or agency contracting, licensing, and appointment processes.
Experience in lender-placed insurance, insurance tracking, or loss draft processing.

Responsibilities

Adhere to a set schedule and perform other duties as assigned.
Manage insurance quote requests, applications, and proposal generation.
Set up new clients in company systems and bind new client business.
Update and maintain data in Salesforce, including tracking the sales cycle for new business across products.
Manage the Broker of Record process.
Serve as liaison for CPI inquiries by requesting and submitting information and coordinating with Allied Solutions to obtain information needed for quotes.
Support quoting, proposals, and submissions for Specialty Lines products, including learning product requirements, carrier appetites, and forms.
Maintain proposal accuracy and integrity in Qvidian.
Serve as the primary day-to-day administrative contact for agents and agencies and respond to requests within established SLAs.
Set up new agents in AS400 and Salesforce and obtain licensing information, W-9s, TIN matching, Property & Casualty licenses, and E&O certificates for new agency contracts.
Prepare, issue, track, and follow up on agency contracts and appointment paperwork through full execution.
Maintain agency contracts and documents in SentryFile and ensure agency files are complete, current, and retrievable.
Monitor expiring agent and agency credentials and request renewals before they lapse.
Maintain agent and agency records, hierarchy, and contact information in AS400 and Salesforce to support accurate reporting and commissions.
Resolve or escalate agent inquiries about appointments, contracting status, product availability, commissions, and reporting.
Generate and distribute monthly Premium & Claims, Commission Detail, and Loan Detail reports, and generate annual Agency Bonus reports for the Treasury Team.
Work with Marketing to maintain agent distribution lists and support agent-facing communications.
Generate monthly new business reports.
Maintain working knowledge of internal policies and procedures to meet SLAs on sales support activities.
Maintain and follow documented procedures for assigned processes and flag needed updates.