Administrative Specialist

Job Description

Job Description

About Us

Main Street Insurance Group is one of the fastest growing trusted independent insurance agencies in the Southeast, offering a comprehensive suite of insurance solutions to protect clients from the unexpected. We don’t just sell insurance. We work closely with our clients to help them make important and informed decisions every day when it comes to protection and their future. Main Street Insurance Group has been in business for over 125 years, with our roots dating back to 1898 and to three small North Carolina communities. We work to create customized solutions for our clients with expertise in Business Insurance, Home Insurance, Auto Insurance, Employee Benefits and Equine Insurance. Today, we work with a variety of individuals and businesses throughout the Southeast, with locations in North Carolina, Georgia, and Tennessee. If you are an experienced professional who delivers best-in-class service and is looking for a rewarding, challenging and meaningful work environment – then Main Street Insurance Group is looking for you!

Administrative Specialist

Position Overview:

The Administrative Specialist is a key contributor to daily office operations and serves as the first point of contact for visitors, clients, and employees. This role is responsible for creating a professional, welcoming environment while ensuring efficient administrative workflows. In addition to front desk responsibilities, the position supports accounting functions, carrier relations, compliance activities, and broader operational initiatives across the organization.

Key Responsibilities:

Front Desk & Office Administration

• Serve as the primary contact for visitors, clients, and staff, delivering a professional and friendly experience.
• Manage reception operations, including answering and routing calls and directing inquiries appropriately.
• Handle incoming and outgoing mail, including sorting, scanning, and distribution.
• Retrieve and manage electronic faxes and documents from carrier portals.
• Maintain awareness of staff schedules and office calendar activity.
• Ensure reception and common areas are clean, organized, and presentable.
• Maintain office supply inventory and coordinate ordering as needed.
• Assist with document preparation, printing, and mailing for clients and vendors.
• Submit vendor invoices and payables to the Accounting team.
• Support general administrative needs and provide backup coverage as required.
• Oversee petty cash and coordinate recycling and basic office upkeep.

Accounting Support

• Process daily deposits and payments in accordance with agency procedures.
• Coordinate agency sweeps and advances.
• Process and track vendor payables.
• Provide backup support for Direct Bill Commission processing, including:
  • Retrieving commission statements from carrier portals
  • Requesting missing statements from carriers
  • Updating policy and billing information in the agency management system
  • Setting up EFT/ACH for commission payments

Systems & Data Management

• Maintain the daily Communication Log to support system interfaces and downloads.
• Assist with data integrity efforts, including system updates and Epic clean-up projects.

Carrier Partner Management

• Support relationships with carrier partners, including onboarding new carriers and maintaining existing appointments.
• Maintain accurate carrier configurations, including portal access, agency codes, and interface settings.
• Process carrier and vendor notifications and update internal systems accordingly.
• Audit user access and maintain login credentials.
• Monitor carrier financial strength ratings and ensure records remain current.
• Assist with annual website reviews and updates to carrier contact information.

Licensing & CE Management

• Coordinate agency and employee licensing through the designated compliance vendor.
• Monitor employees’ continuing education (CE) progress and notify individuals of upcoming deadlines.
• Support entity compliance initiatives, including state registrations and organizational updates.

Location-Specific Tasks

• Manage office security protocols, including entry/exit procedures.
• Oversee safe and petty cash handling processes.
• Provide administrative support for affiliated entities as needed (e.g., MSFG, Flack Brothers).
• Coordinate recycling and waste removal in alignment with local schedules.

General Responsibilities

• Manage agency vehicle registrations and related documentation.
• Participate in training and continuing education to enhance job knowledge and industry awareness.
• Stay informed of industry trends, systems, and best practices.
• Perform additional duties as assigned by Operations Leadership.

Qualifications:

• High school diploma or equivalent degree required.
• Willingness to obtain a Property & Casualty and/or Life & Health insurance licenses.
• Proficient with technology and comfortable operating within a paperless environment; excellent automation skills, including Microsoft Windows, Microsoft Office (Outlook, Word, Excel), agency management system (Applied Epic), carrier proprietary systems, and softphone systems.
• Excellent organizational, time management, and multitasking skills in a fast-paced environment.
• Ability to manage complex tasks with attention to detail and accuracy.
• Strong communication and interpersonal skills, with the ability to collaborate effectively across teams.
• Self-motivated, proactive, and able to work independently with minimal supervision.
• Demonstrates professionalism in all interactions with clients, colleagues, carriers, and vendors.
• Team-oriented mindset with a commitment to supporting organizational goals.
• Ability to lift up to 20 lbs.
• Ability to pass a criminal background check, as permitted by law.

Schedule: Monday-Friday, 8:00am-5:00pm (Hybrid Work Options)

Office Locations:

• 1750 W. Andrew Johnson Highway, Morristown, TN 37814 (Strate Insurance Group)
• 2743 Perimeter Pkwy, Building 200, Suite 125, Augusta, GA 30909 (MAI Risk Advisors)

Benefits:

• Competitive Compensation
• Health Insurance Plans (PPO, HSA, Copay Options)
• Dental Insurance
• Vision Insurance
• Company Paid Disability Insurance
• Supplemental Insurance including Critical Illness, Accident, Legal, Pet Insurance
• 401(k) with Safe Harbor Match
• Paid Time Off
• Paid Holidays

No Solicitation Notification to Agencies: Please note that Keystone and our Partner Agencies do not accept unsolicited resumes or calls from third-party recruiters or employment agencies. In the absence of a signed Master Service Agreement and approval from HR to submit resumes for a specific requisition, Keystone will not consider or approve payment to any third parties for hires made.