Manager, Business Operations & Logistics

Job description

SMS is part of the Alliant family of companies. SMS is a full-service insurance marketing organization (IMO) dedicated to helping independent insurance agents leverage time, make more money, and put their business in a position of distinction. With products and agents in all 50 states, SMS offers the industry's most complete IMO experience. We support every facet of an agent's business, from our comprehensive senior product portfolio to our technology, services, and marketing programs. SUMMARY Responsible for overseeing operational day to day functions and activities for multiple departments. Ensures the business runs smoothly and efficiently. Continues to improve processes and solve problems that help reduce operational cost and ensure customer satisfaction. Immediate oversight for our building facility and security of staff, and work areas. ESSENTIAL DUTIES AND RESPONSIBILITIES Business Operations: Leads new carrier onboarding activity including communicating and coordinating system requirements with all internal business unit managers. Responsible for tracking and overseeing timely product launch and reviewing departmental readiness to meet target dates. Makes final decision on (go/no-go) carrier launch. Provides policy and operational leadership; Assists with training of new hires as needed. Over sight of the front office daily operations including telephone system functions, supply orders, compliant procedures for handling visitors, vendors, applicants, etc.; Coordination of monthly all-employee meetings; Coordination and preparation of phone reports for all administration departments including presenting at Quarterly Managers meetings. Makes decisions on purchases for the office and facility. Establishes and maintains relationships with vendors that provide services to the various office locations. Responsible for developing, participating in and coordinating training programs for current employees as well as new hires. Responsible for arranging internal office moves, on-site and off-site meetings. Works closesly with all business units, ensuring all departments work in harmony and have support needed to achieve strategic goals efficiently and cost-effectively. Workflow Optimization: Collaborates with business unit managers to optimize internal and agent-facing workflows and increase efficiency. Resource Allocation: Works with IT to communicate hardware and software upgrades and training of staff. Ensures system functionality is maintained without major disruptions. Safety & Wellness: Leads Safety and Wellness Committees by organizing and executing year-round acitivites, campaigns and continuing education. Ensures the company is compliant with local and federal regulations by conducting regular audits and refresher training. Staff Supervision: Responsible for successful onboarding of administrative support team members. Responsible for matching work needs to staff member with correct skills Communicate with Marketing and Administrative Team Leaders on a regular basis to assist in improving team or individual skills and assist with project needs (i.e. Power Point, Excel, Data Entry, etc.); Direct supervision of positions such as Front Desk Receptionists; Special Events Associate; Designated Executive and Administrative Associates; and Supply Distribution Team; Additional Supervisory responsibilities include: hiring/terminating, disciplinary actions, assigning/checking work, plan/appraise job results, annual performance reviews, compensation recommendations, and coordinating scheduling needs. Event Coordination and Company Culture: Welcome Wagon and continued training as needed; Assist outside event planner in coordinating and executing agent facing events such as our annual sales forum. Leads coordination of all employee facing events such as our company picnic and holiday party; Leads coordination and over site of special employee recognitions such as birthdays (including handling of gifts), milestone anniversaries (90-day, 1 year, 5 year, 10 year, etc.), professional designations, academic achievements, and personal milestones such as birth of a baby, weddings, retirements, etc. Facilities Management: Leads Safety Committee and serves as an main emergency contact person for the company; Lead role in working with Property Management company for all dispatched work requests; Review and participate in the adjustments on scope of work related to bids, approval or denial of solicited bids for major repairs and equipment replacement; Provide direction on expectations for service; Monitor and evaluate vendor performance to ensure satisfactory completion, quality, timeliness, and value; Conduct regular inspections to identify maintenance and safety issues requiring resolution; Recommend preventative, predicative or strategic maintenance solutions for furniture, office or building equipment; Maintain overall facility management services to ensure maintenance of the facility and cleanliness of the grounds, and provision of associated services is executed in a manner consistent with the global standard processes and compliant with applicable local laws, rules and regulations. General Management: Work collaboratively with fellow senior staff to advance the values and mission of Senior Market Sales by participating in and attending management and administration meetings; Provide strategic, policy and operational leadership. Special Projects: Work collaboratively with fellow staff to advance the values and mission of Senior Market Sales by serving on relevant internal and external committees; Assists with special projects/assignments as requested by members of management such as departmental weekly reports such as Long Term Care (LTC) and Life Department reports or any special project requiring special handling such as license expirations or audits of our data that have deadlines. Performs other duties as assigned by management. * This position is most successful in-office on a full time basis. Some work from home / hybrid schedules can be coordinated on a limited basis. This position will need to be available to report to the office outside of our core business hours for facility emergencies and safety issues. A company issued phone and ability to activate emergency protocols on demand is essential. QUALIFICATIONS EDUCATION / EXPERIENCE Bachelor's Degree or equivalent combination of education and experience Five (5) or more years with a minimum of three (3) years insurance operations experience Five (5) or more years and minimum of three (3) years of supervisory experience in insurance operations Five (5) or more years facility management experience Five (5) or more years organizing and managing safety or wellness programs SKILLS Working knowledge of insurance services industries. Knowledge of the general industry procedures, practices and terminology. Knowledge of insurance product lines. Knowledge of business processing functions including insurance accounting practices, systems, technology and related federal and state regulations. Knowledge of program and project management including outcomes, quality assurance, and satisfaction measurement and interpretation. Knowledge of supervisory techniques to accomplish instruction, motivation and training of personnel. Skill to supervise, motivate and train. Skill in working effectively with other company departments, internal marketing staff, home office personnel and agents. Skill in negotiating and problem solving to resolve internal and external conflicts. Skill in the use of office equipment including computer, fax, printer, scanner, telephone system, etc. Skill in the use of time management, project management, organization, supervisory and organizational leadership skills. Skill in maintaining effective working relationships with other management members, employees and the general public. Proficient computer skills (Microsoft Suite, MS Outlook software preferred). Ability to communicate effectively, both orally and in writing, in a constructive manner. Ability to approach and communicate with a wide range of personalities in a professional and courteous manner. Ability to be patient under frustrating circumstances and demonstrate controlled emotional affect in difficult situations. Ability to engage in effective interpersonal interaction, verbal communication and written communication. Ability to maintain a high level of organization and attention to detail while remaining flexible and responsive when faced with multiple urgent requests. Ability to read, write and communicate English effectively. Ability to maintain all company policies, including all confidentiality and safety policies. Ability to actively contribute to team effort. Ability to work independently, exercise independent judgment, make and execute decisions. Ability to demonstrate organizational leadership qualities and develop and foster trusting relationships. Strong verbal and written proficiencies of the English language is required and bilingual (Spanish and English) preferred. Strong leadership and management skills Strategic thinking and ability to drive change Excellent communication and interpersonal skills #LI-GS1 We are proud to provide comprehensive, high quality employee programs to meet employees' needs now and in the future, including a very competitive financial package. We encourage you to explore what we have to offer. For immediate consideration for this position, please click on the "Apply" button. Alliant Insurance Services, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment based on their qualifications and ability without regard to race, color, religion, sex (including pregnancy, childbirth, breastfeeding, sexual orientation, and gender identity), national origin, ancestry, physical or mental disability, medical condition, marital status, age, genetic information, or status as a protected veteran, in accordance with applicable federal, state, and local laws, including California law. Applicants are protected under Federal law from discrimination. If you need an accommodation to complete the application process or would like to review these materials in an alternative format, please reach out to For more information on Alliant Insurance Service's benefits, please visit