Office Coordinator/ Client Service Associate (Pleasant Hill, CA)

Who We Are:  
Lenox Advisors brings together sophisticated solutions in wealth management and insurance services to high-net-worth individuals and their families. As a wholly owned subsidiary of NFP Corp., we combine the culture of a boutique firm with the stability and backing of a large corporation to create an environment that's truly unique. NFP, an Aon Company, is a multi-year Best Places to Work award winner in Business Insurance who has also earned the 5-Star Diversity, Equity and Inclusion (DEI) award from Insurance Business magazine and the WORK180 employer endorsement. We are an organization of consultative advisors and problem solvers. We help companies and individuals around the globe address their most significant risk, workforce, wealth management and retirement challenges through custom solutions and a people-first approach. To learn more, please visit: https://www.NFP.com.

Position Summary & Overall Purpose: 

The combined role of Office Coordinator and Client Service Associate (CSA) involves supporting the Relationship Manager by coordinating activities related to new policies and client services, preparing documents for sales meetings, performing insurance underwriting duties, scheduling medical exams, and managing new business cases. The role also includes handling policy changes, processing service requests, and ensuring superior client service by addressing client needs and keeping all parties informed. Additionally, the position involves managing the reception area, handling office management tasks, coordinating guest visits, organizing agency functions, and providing clerical support. Ideal candidates should have experience in a professional office setting, strong attention to detail, effective communication skills, and proficiency with Microsoft Office Suite. This position is perfect for someone eager to learn and contribute to a dynamic environment.

This is a full-time in office opportunity working from our Pleasant Hill, CA office M-F from 8:30am-5:30pm. 

Job Accountabilities:   

Pre-Sale and New Business 

• Assembles meeting preparation documents pertaining to the client/prospect prior to sales meetings, including but not limited to, illustrations, policy and product summaries, reports, presentations, and marketing packets
• Performs all insurance underwriting duties, including preparation and completion of multi-life and individual disability, life, and long-term care applications
• Schedules medical insurance exams and orders all Attending Physician Statements based on insurance underwriting guidelines
• Follows up with the client and Relationship Manager during the underwriting process, keeps notes on the process and conversations in MOSAIC
• Partners with the New Business Team to manage all new business cases using MOSAIC as the system of record for status/notes/tasks and communicating with RM and client as necessary
• Participates in Relationship Manager/New Business case management calls
• Reviews insurance policies and prepares them for delivery; follows up on delivery requirements when needed
• Ensures Relationship Manager has appropriate Licensing and Appointments and works with internal contracting and licensing contact to obtain and renew licenses
• Partners with Advanced Sales to obtain and/or generate the appropriate illustrations/one-pagers
• Processes all policy changes including reinstatement of lapsed cases, smoker rating changes, addition or removal of policy riders, and face amount reductions
• Partners with Private Wealth Management Team to process individual asset management applications, service requests, and performance summaries
• Coordinates tasks and responsibilities for all joint work

Client Service 

• Processes all insurance policy service requests, including address, beneficiary/ownership changes, premium mode changes, and dividend option changes
• Provides superior client service by identifying client’s wants and needs, acting on, and/or delegating items and following through to completion, keeping all parties informed throughout the process
• Coordinates all collateral assignments, death or disability claims, and fund allocation changes with the assistance of the Relationship Manager
• Interacts on a daily basis with insurance carriers and vendors to ensure proper and timely execution of client service requests
• Takes a proactive lead on conserving the Relationship Manager’s existing block of business by notifying clients of overdue insurance premiums and coverage in danger of lapsing, tracking all attempts and progress, and keeping the Relationship Manager informed of proble