• Agency Coordinator

    Posted: 10/06/2021

    POSITION PURPOSE The incumbent provides recruiting and selection, marketing, and sales support to District Office management and other District Office personnel to help meet the Company’s marketing, growth, and earnings objectives. He/she is accountable for achieving established recruiting, sales appointments, client prospecting, and local marketing activity goals while managing the strict adherence to administrative policies and procedures in the District Office. He/she will develop annually, and successfully execute a written plan identifying activities to support the District Manager’s recruiting and sales goals and objectives. The incumbent is also accountable for ensuring that quality service is provided and maintained in accordance with the Company’s mission, vision, and values statement. SCOPE This position reports directly to the District Manager. There are no positions reporting directly to the incumbent. PRINCIPAL ACCOUNTABILITIES 1. Recruiting and Selection (40%) Perform recruiting activities to support the District Office’s recruiting and selection goals and objectives as outlined in the National Recruiting Plan and directed by the District Manager. Review Career Agent candidates’ job qualifications relative to the job description and advance qualified candidates to field management for review. Build Career Agent and Producer candidate sources by researching and contacting community services, colleges, employment agencies, social media, and internet sites; providing Company information, opportunities, and benefits to develop and maintain these centers of influence. Utilize the established resources for candidate generation and/or community involvement activities. 2 Implement, coordinate, and monitor all recruiting systems established for the District Office, tracking the progress of active employment files. Make initial phone contacts daily with qualified candidates and set initial interview appointments for field management with the candidates in accordance with the daily schedule established for the Agency Coordinator(s). Emphasize employment opportunities when interacting with customers face to face or on the telephone. Schedule and participate in job fairs and recruiting seminars monthly to meet the stated goal set by the District Manager. Accomplish recruiting goals for candidate contacts, initial interviews, and other aspects of the established recruiting systems to achieve the stated goal by District Manager. Participate in the interview process for potential sales representatives. Assist field management with the employment process, including administering the Career Profile Plus, coordinating drug testing of new employees, and assuring all appointment paperwork is in good order. Ensure that the appropriate recruiting materials are available in the office to support all recruiting activities. Recruit temporary on-call staff to be available to fill in for the Agency Coordinator(s) when needed. 2. Marketing and Sales Activities (10%) Develop annually with approval of the District Manager during the Annual Review process and successfully execute a plan with specific activities to support marketing and sales objectives, such as, developing and implementing marketing campaigns, which would include scheduling and implementing marketing activities associated with local community events, setting sales appointments for Career Agents and Producers, and driving referrals and other leads for potential sales. Act as the District Office Community Liaison by connecting weekly with local associations to engage the office in community events. Coordinate local advertising activities involving print and other media. Monitor and track leads programs when programs are utilized by the District Manager or the Company. Ensure that appropriate marketing materials are available in the office to support planned marketing events and activities. Assist the District Manager with setting up and handling Google e-mail and maintaining the address book of Producers for effective and consistent communication. 3. Case Management Activities (25%) Monitor Agent Net Info and Report.web for pending business requirements. Work pending new business with Administrative Office and field personnel to ensure all requirements are submitted in a timely manner and are in good order. Monitor and manage submitted new business throughout the placement process to ensure ultimate timely placement of policies. Develop and maintain a good working relationship with all Administrative Office processors. Participate in seminars and webinars concerning product knowledge and processes of all products sold by Transamerica Agency Network. Verify that the report of new business each week matches what was actually submitted. 3 4. Training Activities (10%) Participate in District Office and Administrative Office training meetings in order to learn the changing products and processes. Coordinate and conduct training meetings for field personnel, especially with new Agents and new managers (i.e., Agents’ administrative responsibilities, Agent Web Site, field systems, etc.). 5. Office Manager Administrative Activities (15%) Manage the daily office activities and provide support to the District Manager, Sales Managers, Agents, and policyholders, including but not limited to: a. Accurately track and report required sales, conservation, and recruiting activities as required by the RVP and Administrative Office. b. Use the Agent Web Site for all functions offered. c. Maintain required files for the District Office according to Company guidelines. d. Assist field management with the employment and appointment termination process including coordinating the timely submission of required termination forms. Utilize existing form to verify that all keys, materials, and equipment are returned upon termination. e. Support cross training of other Agency Coordinator staff, if applicable. f. Assist with the completion of various audits as required by Company procedures. g. Handle phone calls received by the District Office in an appropriate and timely manner. h. Process office payments for walk-in customers including making daily bank deposits as needed. i. Exercise appropriate expense management functions and controls. j. Maintain the files for employees and Producers for the District Office. k. Maintain the appropriate professional appearance of the office in accordance with Company and legal standards. 6. Other duties as assigned.

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