Operations Assistant

JOB SUMMARY

The Operations Assistant provides essential administrative and clerical support to the Underwriting Assistant, Underwriter and Underwriting Coordinator functions. This role ensures the efficient, timely, and accurate processing of all general insurance documentation, file management, and data entry, enabling the underwriting team to focus on core risk assessment and client management.

PRIMARY FUNCTIONS

1. Document Preparation & Processing

• Prepare, print, and compile final policy documents, and correspondence (letters, memos) for signing by the Underwriting team.
• Prepare all necessary Endorsements (Renewals and Adjustments) for both Motor and Non-Motor lines, ensuring accuracy before they are passed to the Underwriting Assistant or Coordinator for final review and signing.

2. Data & System Management

• Complete and update Mortgagee Confirmation Spreadsheets and related documentation.
• Update the system to track Outstanding and Received Documents and client information (address, email, contact numbers) as directed by the Underwriting team.
• Prepare and maintain daily spreadsheets and logs for the tracking of physical and electronic Policy Files sent for scanning.
• Assist the Underwriting team with the online renewal process, including scanning and emailing renewal certificates to clients and brokers.
• Assisting with the provision of motor quotations, and capturing the information for requests that require technical expertise from the Underwriting Team.

3. Mail, Filing & Distribution

• Sort, mail, and file all processed policy documents, correspondence, and billing advices.
• Prepare and send documents for digital scanning and archiving to maintain the integrity of the unit's file management system.
• Prepare and send documents/ correspondence to their respective branches and units
• Assist with maintaining the filing system

4. Operations Support

• Manage the stationery and office supply stock for the Underwriting Unit, including monitoring supply levels, coordinating reordering, and distributing supplies to team members.
• Assist with general clerical functions and special projects as assigned by the Underwriting Coordinator.
• Act as the initial point of contact for basic telephone client queries related to policy status, mailing, or general information, redirecting complex or technical inquiries to the Underwriting Assistant.

SECONDARY FUNCTIONS

• Assist with special projects and completion of reports.
• Perform other duties assigned by the Team Leader.

QUALIFICATIONS

EDUCATION

Minimum 5 CSEC passes inclusive of Grade 1 or 2  in Mathematics and English A and

8 CAPE passes (full certificate) or an equivalent diploma or professional certificate

A degree in related field would be an asset

EXPERIENCE

At least six (6) months work experience; insurance industry experience would be an asset

Please note that our recruitment and selection policy requires you to present a police certificate of character no older than 6 months from the date of stamp.

We thank you for your application. However, only if you have been short-listed, you will be contacted