Operation Assistant

Key Responsibilities

Operational & Administrative Support

• Provide daily operational and administrative support to brokers in the retail team
• Prepare and issue Policy and Endorsement Transmittal Letters.
• Assist brokers with:
  • Countersigning policies and endorsements
  • Stamping insurance and endorsement application forms 

Billing & Financial Administration

• Assist with billing and invoicing activities for the retail team
• Reconcile and follow up on Cash on Account items to ensure timely resolution

Documentation & Records Management

• Scan, file, and maintain organized records for: 
  • Insurance policies
  • Endorsements
  • Premium receipts
• Coordinate document storage and off-site archiving, including: 
  • Preparing policy document inventories
  • Arranging collection and storage with external warehouse vendors

Mail & Office Operations

• Handle incoming and outgoing registered mail and courier items, ensuring proper recording
• Monitor stationery inventory and manage ordering regularly

Team & Project Support

• Work closely with team members to support timely completion of operational tasks.
• Provide support for Operations Team projects as assigned.
• Assist with ad-hoc operational duties when required.

Educational Qualifications

• College diploma or Bachelor’s degree and above
• Field of study is flexible
• Majors in Business Administration, Finance, Insurance, Information Management, or other related disciplines are an advantage but not mandatory
• No prior working experience is required; fresh graduates are welcome
• Candidates with prior experience in insurance, operations, or administrative support roles will be an advantage
• Priority will be given to candidates with hands-on experience using AI, Power Automate, or other automation tools, gained through work experience, internships, or academic projects

Working Experience

Required Skills & Qualifications

Essential

• Proficient in Microsoft Word, Excel, and PDF tools
• Strong attention to detail with good document and data handling accuracy
• Well-organized, responsible, and able to manage routine operational tasks independently
• Comfortable handling administrative and billing-related work
• Patient, service-oriented, and able to work well with colleagues across different functions 
• A strong team player who is willing to cooperate and support others to achieve shared team goals 
• Hands-on experience with Power Automate, AI, or other automation tools, with the ability to support automation solutions aimed at improving brokers’ daily operational processes