Agency Operations & Sales Assistant

Job Description

Gibson Insurance is a growing, high-volume insurance agency seeking an exceptional Agency Operations & Sales Assistant to work directly with the agency owner and help increase the speed, organization, and overall capacity of the business.

This is not a traditional receptionist or basic administrative-assistant position.

A primary purpose of this role is to leverage the agency owner's time. You will take ownership of operational, administrative, coordination, quote-preparation, and follow-up work that does not require the owner's direct involvement, allowing the owner to remain focused on sales, growth, strategy, and high-value decisions.

Success in this role means learning which matters truly require the owner's attention—and making sure everything else continues moving without unnecessarily consuming it.

This position is designed for someone who wants to become an increasingly important part of a growing business. Responsibility and autonomy can expand significantly as you demonstrate judgment, reliability, insurance knowledge, and results.

• Paid Time Off (PTO)
• Work from Home
• Flexible Schedule
• Hands on Training
• Mon-Fri Schedule

You will work directly with the agency owner while coordinating with the agency's sales and service team.

Responsibilities may include:

• Prepare insurance quotes and applications for licensed staff review within the scope permitted by applicable licensing rules and agency procedures
• Organize incoming leads and help keep sales opportunities moving quickly
• Maintain accurate lead statuses, activities, notes, and follow-up information within the agency CRM
• Review prior-day activity and help identify opportunities requiring follow-up
• Process and track eligible lead-return requests with agency lead vendors
• Follow vendor issues through to resolution and document outcomes
• Monitor outstanding tasks, requests, documents, and follow-ups through completion
• Coordinate internal handoffs between sales and service
• Help ensure completed sales move smoothly into processing and service workflows
• Handle routine administrative matters that would otherwise remove the agency owner or producers from revenue-generating work
• Organize emails, tasks, and outstanding items so important work does not fall through the cracks
• Prepare information for decisions that require the agency owner's involvement
• Resolve routine operational problems within established authority
• Escalate important, unusual, financial, compliance, customer, or personnel matters appropriately
• Document agency procedures, workflows, vendor information, and recurring processes
• Help convert employee knowledge and recurring procedures into shared agency documentation
• Cross-train on both sales and service operations
• Help maintain organized digital records and agency systems
• Assist with physical-office responsibilities when appropriate, including agency mail, document handling, deliveries, supplies, and other reasonable business-related tasks
• Take ownership of assigned projects and follow them through to actual completion
• Assist with additional agency responsibilities as knowledge, licensing, and authority grow
• Sending an email or message is not considered completion of a task. We value follow-through and resolution.

What Success Looks Like

You are succeeding when:

The agency owner spends less time on administrative work and more time selling, growing, and making high-value decisions

Important tasks do not need repeated reminders

Sales opportunities move quickly

Quotes and supporting information are prepared accurately and efficiently

Lead-return opportunities are identified and handled promptly

Vendor requests are tracked through resolution

Outstanding work is visible and organized

Routine problems are solved without…