Administrative Assistant - Surety



The Administrative Assistant will provide high quality and timely service to clients, fellow colleagues, and insurance company representatives. The Administrative Assistant works to ensure satisfaction by balancing the quality of service and speed of response. In this role, the Administrative Assistant will support the surety team in the execution and processing of bond documents, billing of new and renewal bonds (when requested), and uploading of documents to applicable systems.

Essential Duties and Responsibilities:

  • Accurately execute and process bond documents. This includes bid, performance, payment, and miscellaneous bonds.
  • Bond requests should be acknowledged upon receipt and the client will be provided with an estimated delivery time. It is expected a response will be provided same day or no later than 24 hours of receiving a request. While some bid bonds may not be required next day, the client will be provided on the expected time as to when completed documents will be delivered.
  • The Administrative Assistant will communicate daily with the Director of Surety and Client Executive with a list of new and pending requests which includes estimated delivery date to client. These tasks should be updated daily to reflect outstanding and completed tasks.
  • Process billing for executed bonds and bond checking by fellow department staff before sending to client
  • Billings which include premium and commission calculations will be verified with the underwriter or Director of Surety, or Client Executive before processing.
  • Any changes to client bond rates or carrier commissions will be noted in agency systems (IR, Rate Spreadsheets or Sagitta)
  • When requested, serve as a liaison between clients and carrier underwriters for timely bond reporting, underwriting, and billing
  • Build and maintain customer satisfaction through proactively addressing customer needs, department needs and concerns
  • Enhance mutual understanding of surety tasks between parties through interest and genuine inquisitiveness
  • Detail-oriented, strong organization skills for prioritizing requests, efficient, and a self-starter

Education and/or Experience:

  • A bachelor’s degree is required, or a minimum of 2 – 5 years industry experience showing increasing responsibility directly related to the performance of the above duties
  • A good understanding of insurance terminology, the general functions of an insurance broker, and the various lines of Business Insurance.
  • Demonstrated ability to successfully perform the duties of an Insurance Associate if currently employed at MMA.
  • Possess and maintain a valid unrestricted California Fire & Casualty Solicitors
  • Willingness to pursue advanced insurance designations and continuing
  • Willingness to obtain Notary Public Designation
  • Proficiency with MS Office software (i.e., Word, Excel and Outlook).
  • Excellent verbal and written communication skills
  • Possess advanced analytical, planning, organizational, and prioritization skills
  • Provide good customer service, including telephone and listening skills
  • Good ability and motivation to work independently, and also within a team environment

Work Environment & Physical Demands:

  • Ability to use computer keyboard and sit in a stationary position for extended periods as well as use office machinery such as fax and copy machines, and telephones.
  • Work is performed in a typical interior office environment.


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