Production Assistant

Position Summary:  The Production Assistant encompasses various roles focused on assisting the Production team and providing excellent customer service to agents and vendors by monitoring correspondence for Searchers, maintaining customer satisfaction, accuracy and assisting as needed for the entire Production department. 

Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned.

• Receiving orders via mail or other electronic means and distributing according to the defined procedures.
• Handle administrative tasks related to production.
• Maintain filing systems as advised.
• Determine the quickest and most effective way to answer client questions.
• Responsible for keeping Agents updated on file status.
• Responsible for keeping Vendors updated on timelines and expectations.
• Implement all required uploads and downloads as needed to Qualia/Softpro.
• Retrieve information as requested from records, e-mail, minutes, and other related documents; prepare written summaries of data when needed.
• Proactively learn and adapt to new software applications utilized in the Production department to support workflow efficiency and accuracy.
• Accurately prepare and type insurance policies for multiple states, ensuring compliance with specific state regulations and company standards.
• Performs other related duties as assigned.

Supervisory Responsibilities:  This job has no supervisory responsibilities.

Competencies: To perform the job successfully, an individual should demonstrate the following.

Communications - Exhibits good listening and comprehension. Expresses ideas and thoughts in written form. Expresses ideas and thoughts verbally. Keeps others adequately informed. Selects and uses appropriate communication methods.

Customer Service - Displays courtesy and sensitivity. Manages difficult or emotional customer situations. Meets commitments. Responds promptly to customer needs. Solicits customer feedback to improve service.

Dependability - Commits to doing the best job possible. Follow instructions. Keep commitments. Meets attendance and punctuality guidelines. Responds to requests for service and assistance. Takes responsibility for own actions.

Planning & Organization - Integrates changes smoothly. Plans for additional resources. Prioritizes and plans work activities. Sets goals and objectives. Uses time efficiently. Works in an organized manner.

Quality - Fosters quality focus with others. Improves processes. Measures key outcomes. Sets clear quality requirements. Solicits and applies customer feedback.

Use of Technology - Adapts to new technologies. Demonstrates required skills. Keeps technical skills up to date. Troubleshoots technological problems. Uses technology to increase productivity.

Qualifications:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

Associate's degree or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.

Language Ability:

Read and comprehend simple instructions, short correspondence and memos. Write simple correspondence. Effectively present information in one-on-one and small group situations to customers, clients and other employees.

Reasoning Ability:

Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Dealing with problems involving several concrete variables in standardized situations.

Computer Skills:

Proficient in Microsoft Office Suite.

Work Environment:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is typically moderate.

This position is a remote position.

Physical Demands