Assistant Manager, Agency Admin

Job Purpose

To manage and oversee agency operational processes, sales support activities, Agency Financing Scheme (EFL) administration, recovery and claw back monitoring, and business reporting. The role works closely with Agency Growth, Strategies, Academy and cross-functional stakeholders to drive operational excellence, support business growth, ensure compliance, and contribute to process improvement initiatives, including User Acceptance Testing (UAT) activities across Agency Admin units.

Major Accountabilities

1. Agency Financing Scheme (EFL) Management and Governance

• Manage the end-to-end administration and governance of the Agency Financing Scheme (EFL) to ensure compliance with company policies and regulatory requirements.
• Review and validate EFL applications, eligibility criteria, financing amounts, and supporting documentation prior to agreement preparation.
• Preparation, stamping, filing, and maintenance of EFL agreements and related records.
• Monitor advisor performance under the scheme through regular performance tracking and analysis.
• Manage monthly EFL payout computation, validation, approval coordination, and submission to Finance for payment processing.
• Identify process enhancement opportunities to improve operational efficiency and accuracy of EFL administration.

2. Agency Sales Operations and Business Support

• Coordinate and oversee sales operational support for the Agency team to ensure timely case progression and achievement of business targets.
• Monitor pending cases and collaborate with internal stakeholders including Underwriting, Operations, and AGs to expedite case issuance and enforce conversion.
• Review and analyze daily sales performance reports, including production, submissions, pending cases, active advisors, and recruitment activities.
• Support business planning activities through timely reporting, data analysis, and performance monitoring.
• Ensure accurate and timely dissemination of management and agency reports.

3. Recovery and Claw back Management

• Manage and monitor recovery and claw back activities to safeguard company assets and minimize outstanding balances.
• Review and validate monthly recovery and claw back report prior to submission to Finance.
• Analyze outstanding balances and identify recovery risks, trends, or issues requiring management attention.
• Coordinate with Agency Leaders and internal stakeholders to develop and implement effective recovery strategies.
• Monitor collection progress and provide regular status updates to management.
• Ensure agency communications and outstanding notifications are issued accurately and on a timely basis.

4. User Acceptance Testing (UAT) Coordination and Support

• Support and coordinate User Acceptance Testing (UAT) activities for Agency Admin and cross unit when required.
• Review business requirements and test scenarios to ensure alignment with operational processes.
• Execute testing, document findings, and track issue resolution with project teams and system owners.
• Collaborate with cross-functional stakeholders to ensure successful system enhancements, product implementations, and process improvements.
• Provide feedback and recommendations to improve system functionality and user experience.
• Assist in post-implementation monitoring to ensure smooth business adoption and operational effectiveness.

Requirements

• Bachelor's degree in business administration
• Minimum 3-5 years in agency administration, sales operations, business support, or insurance operations.
• Technical Skills:

o Advanced Microsoft Excel skills (MUST): Proficient in VLOOKUP, Pivot Tables, IF formulas, and data sorting/filtering. o Familiarity with agency management systems and document stamping processes is an advantage. o Proficiency in Microsoft Word for preparing notification letters.