Market Operations Coordinator

Patriot Growth Insurance Services | Remote | United States | Full-Time

As a Market Operations Coordinator, you'll support the daily operations of Patriot's Mid-Atlantic 1 market by keeping administrative and financial processes accurate, organized, and on schedule. Your work across billing, commissions, payments, reconciliations, and office coordination will help agency teams maintain consistent workflows and dependable service.

Working closely with the Director, Market Operations, Finance, regional accounting partners, and agency teams, you'll complete assigned transactions, maintain supporting documentation, and research routine discrepancies. You'll follow established procedures and approval requirements, escalating exceptions and decisions that require management review.

• Coordinate operational projects, communications, and administrative activities assigned by the Director, Market Operations.
• Maintain procedures, tracking logs, records, and supporting documentation to promote accuracy and consistency across the market.
• Support Agency Management System administration through transaction processing, document management, reporting assistance, user-request coordination, and issue escalation.
• Prepare and distribute client invoices for agency-billed service fees, consulting fees, and other assigned charges using approved agreements, rates, schedules, and documentation.
• Maintain billing schedules and agreement records, confirming required approvals before releasing invoices.
• Process direct-bill activity, including carrier statement downloads, data entry, receipt matching, production recording, and reconciliation support.
• Prepare and distribute commission statements and support employee, producer, intercompany, broker, and 1099-related commission activity.
• Review accounts-receivable aging and unapplied transactions, document routine follow-up, and elevate delinquent or disputed balances for resolution.
• Generate client statements and installment invoices, and process approved client and finance-company refunds.
• Support surplus-lines filings for the cyber practice and Mid-Atlantic 1, along with compliance reporting such as unclaimed-property filings.
• Complete assigned month-end close activities, reconciliations, reporting schedules, and supporting documentation within regional accounting deadlines.
• Prepare schedules and documentation for journal entries and financial reports, researching routine variances and submitting materials for review and approval.
• Coordinate vendor invoice processing and prepare approved carrier, broker, premium, government, and vendor-payable transactions.
• Maintain payable subledger documentation and respond to routine billing, commission, and payment inquiries from vendors, carriers, and brokers.
• Maintain vendor records and contract tracking, coordinate renewal documentation, and elevate service or contract concerns to the Director, Market Operations.
• Support deposits, cash receipts, payment application, approved bank transfers, finance-company transactions, and ACH and electronic-funds-transfer activity.
• Complete assigned bank and transaction reconciliations, identifying missing documentation, recurring errors, reconciling items, and control concerns for escalation.
• Coordinate office service requests, maintenance, approved purchases, supplies, inventory, and employee operational onboarding needs across assigned locations.
• Support mail, check, document distribution, deposit, and secure records-handling workflows in accordance with established procedures.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Detail-oriented and thorough, with a strong commitment to accurate records and complete documentation.
• Dependable and organized, with the ability to balance recurring deadlines and changing priorities.
• A practical problem-solver who researches discrepancies and follows issues through to resolution or appropriate escalation.