Operations Specialist

Job Summary
Our client is seeking an Operations Specialist to provide administrative and operational support within a busy office environment. This role serves as the first point of contact for clients and visitors while supporting agency leadership, financial processing activities, new business operations, and office administration. The ideal candidate is highly organized, customer-focused, and able to manage multiple priorities while maintaining accuracy and professionalism.

Contract Details

• Contract position through April 2027 with potential for conversion
• Location: Santa Rosa, CA
• Work Model: Onsite
• Fingerprinting required as part of the onboarding process

Core Responsibilities

• Serve as the reception desk point of contact by greeting visitors and answering incoming phone calls
• Provide administrative support to agency leadership and field managers
• Coordinate conference room scheduling, office communications, and supply ordering
• Process agent assignments, resource allocation, employment verifications, and onboarding activities
• Manage mail distribution, scanning, deposits, fingerprint verification, and I-9 documentation
• Support facility operations, office moves, maintenance requests, and event coordination
• Process financial transactions including deposits, reimbursements, account maintenance, and expense approvals
• Assist with discretionary account administration and financial reporting activities
• Support agents with policy servicing requests and permissible policy changes
• Prepare amendments and maintain documentation within business application systems
• Monitor operational reports, compliance activities, and governance processes
• Assist with new business workflows, case visibility, and agent inquiries
• Troubleshoot basic technology, telephony, and office equipment issues

Required Skills/Experience (Must-Haves)

• Previous administrative, office support, receptionist, or operations experience
• Strong customer service and communication skills
• Experience managing multiple priorities in a fast-paced environment
• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel
• Strong organizational skills and attention to detail
• Ability to handle sensitive and confidential information
• Experience coordinating schedules, meetings, and office resources
• Excellent written and verbal communication skills
• Ability to work independently and collaboratively within a team environment

Preferred Skills/Experience (Nice-to-Haves)

• Experience within financial services, insurance, banking, or professional services environments
• Exposure to accounts payable, expense processing, or financial operations
• Experience supporting compliance, governance, or reporting activities
• Familiarity with onboarding processes and employee documentation
• Experience supporting new business operations and client service activities

Key Competencies & Behaviors

• Professional and customer-focused demeanor
• Strong attention to detail and accuracy
• Excellent time management and organizational skills
• Ability to handle competing priorities effectively
• Dependable and proactive approach to problem solving
• Strong interpersonal and relationship-building skills
• Commitment to delivering exceptional service

Work Environment

• Location: Santa Rosa, CA
• Work Model: Onsite
• Schedule: Monday through Friday, standard business hours of 8:30 AM to 5:00 PM
• Contract position through April 2027 with potential for conversion
• Fingerprinting required as part of the onboarding process

• Pay Range: The approximate pay range for this position is between $21.00 and $30.00. Please note that the pay range provided is a good faith estimate. Final compensation may vary based on factors including but not limited to background, knowledge, skills, and location. We comply with local wage minimums.
• Medical, Dental, & Vision Insurance Plans
• Employee-Owned Profit Sharing (ESOP)
• 401K offered

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