Personal Lines - Insurance Coordinator

Come join our team!

This role sits in Galway Family Office^TM, a division of Galway Holdings, the parent company of EPIC Insurance Brokers & Consultants.

Galway Family Office (GFO) empowers professional athletes and entertainers through expert tax and business management services, while fostering financial wellbeing and inclusivity.  We provide comprehensive, personalized wealth management solutions and expert operational support, helping our clients manage and streamline all aspects of their financial affairs.

Galway Holdings is the parent company of a growing group of financial, consulting, technology, and insurance brands. We operate under the premise of Profit with Purpose, where all can achieve more by working together. Galway Holdings emerged in an era when we saw the connection between business and community begin to fray. Our purpose was simple: to serve others by bringing them together.​ We built an efficient, transverse operation that powers profit, empowers people, and reunites them under one creative, collaborative, success-oriented mission.​ Learn more about Galway Family Office & their services by visiting: https://galwayfamilyoffice.com/      

JOB OVERVIEW:

This is a BRAND NEW ROLE within our Galway Family Office team! While the team's main focus and services are around tax and business management services for high-net worth clients, their services also include assisting with clients with getting, maintaining, and managing their personal insurance needs.

The Personal Lines Client Insurance Coordinator / Liaison serves as the central resource responsible for overseeing all insurance matters across GFO client households. This role ensures that policies are properly maintained, coverage is regularly evaluated, claims are managed effectively, and insurance records remain accurate across all firm systems.

The position operates at the intersection of client service, risk management, and operations. The coordinator works closely with clients, advisors, and insurance agents to monitor policies, review coverage alternatives, track premiums, and maintain complete documentation. The goal is to help clients maintain appropriate protection while ensuring the firm manages insurance matters in a consistent, organized, and proactive manner.

LOCATION: Remote - The team is based in Newport Beach, CA and would prefer candidates in Southern California. However, they're open to this role being fully remote anywhere in the U.S.

WHAT WE’RE LOOKING FOR:

• REQUIRED: At least 2 years of Personal lines insurance account management experience. MUST have experience reviewing policies for complete coverage & making / explaining recommendations of policy adjustments. Brokerage experience / experience getting quotes from various companies/carriers is preferred.
• Candidates with strong problem-solving skills who adapt well to grey areas and going above & beyond to meet the client's needs.
• Individuals who handle fast-paced environments well, with frequent interruptions & urgent pop-up tasks.
• Candidates with professional communication skills – both written and verbal. 
• Positive and outgoing disposition, eager to work as a team but also functions well working independently.
• Individuals with great customer service skills and who enjoy serving others!

WHAT YOU’LL DO:

A detailed list of job duties includes (but is not limited to):

Core Responsibilities
Client Insurance Oversight
• Maintain a comprehensive view of each client’s insurance portfolio across all policy types, including property, casualty, liability, umbrella, life, disability, and specialty asset coverage.
• Ensure policies remain current and properly documented.
• Track renewal schedules and coordinate policy reviews when renewals approach.
• Maintain an organized repository of insurance records for each client household.
________________________________________
Claims Management
• Coordinate the claims process when a client experiences a loss or damage.
• Assist with claim initiation, documentation collection, and carrier communication.
• Monitor claim progress and maintain communication with the client, insurance agent, and carrier.
• Track claim status until resolution and maintain internal documentation of claim activity.
________________________________________
Coverage Review & Policy Analysis
• Review policy proposals received from insurance agents and carriers.
• Compare available options across different insurers, coverage levels, deductibles, and premium structures.
• Evaluate the relative advantages and limitations of each option.
• Prepare summaries that explain which coverage structure appears most suitable based on the client’s circumstances.
Examples may include:
• Reviewing multiple carrier proposals for residential property coverage
• Evaluating different liability coverage limits and deductibles
• Assessing whether specialized assets require scheduled coverage
________________________________________
Coverage Monitoring & Risk Awareness
• Periodically review client insurance portfolios to identify potential gaps, outdated coverage limits, or areas requiring additional protection.
• Coordinate with advisors and insurance agents when adjustments may be appropriate.
• Assist in identifying situations where expanded coverage may be beneficial (e.g., umbrella policies, specialty asset coverage).
________________________________________
Client Communication & Coordination
• Respond to insurance-related requests from clients and advisors.
• Provide documentation such as ID cards, policy declarations, and coverage confirmations.
• Coordinate meetings between clients and insurance professionals when needed.
• Serve as the internal point of contact for insurance-related questions.
________________________________________
Broker & Carrier Coordination
• Work with insurance brokers, carriers, and agents to obtain policy information, renewal documents, and coverage proposals.
• Maintain communication with both independent brokers and carrier-specific agents.
• Track policy updates and maintain records of all coverage changes.
________________________________________
Premium & Billing Oversight
• Monitor upcoming premium payments and policy billing schedules.
• Confirm payment status for policies paid through escrow accounts or other payment channels.
• Ensure premium obligations are documented and scheduled appropriately.
________________________________________
Documentation & Systems Management
Maintain insurance information across the firm’s internal platforms:
OneDrive
• Store and organize insurance policies and related documentation.
Salesforce
• Maintain insurance data and policy details within client records.
AgilLink
• Monitor premium payments and verify payment records where applicable.
Client Account Access
• Retrieve policy declarations, renewal invoices, and updated coverage documentation when required.
Client Communications
• Assist with sending insurance documentation or policy information upon request.
________________________________________
Internal Team Support
• Provide advisors and operations staff with access to insurance information when needed for client service.
• Maintain organized insurance summaries within client files.
• Support preparation of insurance information for client meetings or reviews.
________________________________________
Systems & Access
The position requires operational access to the firm’s core systems, including:
• OneDrive (policy documentation storage)
• Salesforce (client records and policy tracking)
• AgilLink (insurance payment tracking)
• Client insurance portals and login credentials
• Internal client communication tools
• Team email systems - The team may maintain a shared internal inbox dedicated to insurance matters to streamline communication and documentation.

WHAT YOU’LL BRING:

Qualifications
• Experience in insurance operations, brokerage support, risk management, or financial services administration.
• Strong analytical ability when reviewing policy structures and coverage differences.
• Exceptional organization and document management skills.
• Ability to manage multiple client accounts simultaneously.
• Comfort communicating with insurance brokers, carriers, and clients.
• High level of discretion when working with confidential client information.
________________________________________
Performance Indicators
Success in this role may be reflected through:
• Accuracy and completeness of insurance records
• Effective coordination of claims
• Timely monitoring of policy renewals
• Quality of coverage analysis provided to advisors and clients
• Organization and accessibility of insurance documentation
• Responsiveness to client and advisor requests

COMPENSATION: 

The national average hourly rate for this role is $25.00 - $28.00 per hour in base pay and exclusive of any bonuses or benefits. Standard work weeks are 37.5hrs a week. The base pay offered will be determined based on your experience, skills, training, certifications and education, while also considering internal equity and market data.

WHY GALWAY:

We offer:

• Generous Paid Time off
• Managed PTO for salaried/exempt employees (personal time off without accruals or caps); 22 PTO days starting out for hourly/non-exempt employees; 12 company-observed paid holidays; 4 early-close days
• Generous leave time options: Paid parental leave, pregnancy disability and bonding leave, and organ donor/bone marrow donor leave
• Generous employee referral bonus program of $1,500 per hired referral
• Employee recognition programs for demonstrating company values plus additional employee recognition awards and programs (and trips!)
• Employee Resource Groups: Women’s Coalition, Veterans Group
• Professional growth & development: Mentorship Program, Tuition Reimbursement Program, Leadership Development
• Unique benefits such as Pet Insurance, Cancer Insurance, Identity Theft & Fraud Protection Coverage, Legal Planning, Family Planning, and Menopause & Midlife Support
• Additional benefits include (but are not limited to): 401(k) matching, medical insurance, dental insurance, vision insurance, and wellness & employee assistance programs

EPIC & Galway Holdings embrace diversity in all its various forms—whether it be diversity of thought, background, race, religion, gender, skills or experience. We are committed to fostering a work community where every colleague feels welcomed, valued, respected and heard. It is our belief that diversity drives innovation and that creating an environment where every employee feels included and empowered, helps us to deliver the best outcome to our clients. 

California Applicants - View your privacy rights at: https://www.epicbrokers.com/wp-content/uploads/2025/01/epic-ca-employee-privacy-notice.pdf. 

Massachusetts G.L.c. 149 section 19B (b) requires the following statement: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. 

(3590)