Life Insurance Service Coordinator

SERVICE COORDINATOR

Boutique Life Insurance Agency | Waltham, MA Area

Full-Time | On-Site | Monday through Friday, 8:00 AM to 5:00 PM

Compensation: $55,000 to $75,000 annually, commensurate with experience

Location: Waltham, MA area; on-site role

Schedule: Monday through Friday, 8:00 AM to 5:00 PM

Start Date: As soon as possible

About the Role

We are a well-established, family-owned boutique independent life insurance firm serving clients and their professional advisors, including attorneys, trustees, business owners, and estate planning professionals. As a family-owned firm, we operate with a level of care and commitment that larger organizations rarely match. Our team is small and close-knit, and every member carries real responsibility.

We are looking for a Service Coordinator to take over the day-to-day service and administrative work at the center of our office: reception, file administration, and policy service, with room to grow. This is not a role where you sit in a corner processing paperwork alone; you'll be the first voice a client hears and a steady hand behind the accuracy of their records. The right candidate can grow into a meaningful share of the service work currently handled by our senior team.

What matters most in this office is reliability, discretion, and attention to detail. Prior insurance service experience matters, but character and the capacity and desire to learn are equally important. We're looking for someone who wants to grow into this role and stay, building steady, lasting relationships with our clients over time.

What You Will Do

• Answer and direct phone calls, greet clients and visitors in the office, handle incoming and outgoing mail, and provide general office support (including some more mundane tasks like emptying the dishwasher, unloading office supplies, etc.)
• Assist with policy holder service requests on active policies, including beneficiary designations, address changes, name changes, loan requests and death claims
• Manage premium paid-to-date systems including late notices, lapse warnings and resolving reinstatement issues
• Generate and explain inforce policy illustrations including death benefit and cash value projections
• Maintain office standards for file naming, record keeping and compliance standards once a case is placed
• Enter and update policy details in our CRM system: premiums, paid-to-dates, cash value, death benefit, ownership and trustee information
• Field routine service calls and requests from clients, advisors and trustees, and coordinate with carriers on basic service items and follow-through to completion
• Keep CRM activity and notes current so the whole team has visibility into what's been done and what's outstanding
• As skills and comfort develop, take on more complex service work: deeper carrier and client coordination, more involved case history, and eventually a role in maintaining relationships on serviced accounts
• Keep regular and consistent hours in the office—this is an in-person role and reliability is important to the operational flow of the office

What We Are Looking For

Preferred Experience

• Prior office or administrative experience, ideally in life insurance or another service-driven field
• Prior life insurance service experience is required; the extent of that experience shapes starting compensation and how quickly more responsibility will be given
• Understanding of life insurance contracts, benefits, riders, dividend and non-forfeiture options
• Understanding of advanced life insurance topics including estate planning, trust ownership and business insurance
• Comfort learning new systems and following documented processes

Skills and Qualities

• Organized enough to manage a caseload of files and tasks without anything falling through the cracks
• Professional, client-facing phone manner
• Reliable and steady: this role is the foundation the rest of the office depends on for accurate records, and consistent, on-time attendance matters
• Comfortable with detail-oriented, process-driven work
• Willing and able to learn our CRM system and follow documented processes
• A strong sense of initiative and dependability, paired with a positive attitude and a genuine willingness to help wherever needed
• Discretion and a genuine commitment to protecting client and policy information

A Note on Fit

This is a small office. There is no large administrative support team and no formal training program, but we do offer a close-knit, professional environment where good work is recognized and growth is possible. The person who will thrive here takes ownership of the details, shows up reliably, and genuinely enjoys being the person clients and teammates can count on.

Compensation and Benefits

We offer a competitive compensation package for candidates who bring the right experience to this role. Specific benefits will be discussed with qualified candidates during the interview process.

Base Salary: $55,000 to $75,000 heavily depending on experience—candidates without significant insurance experience will be at the bottom of this range with growth possible in time, candidates with several years of experience with life insurance may be offered the upper end of the range if they demonstrate extensive knowledge of more complicated insurance concepts

Schedule: Full-time, Monday through Friday, standard business hours

Environment: Small, close-knit team; direct access to principals and advisors

Start Date: As soon as possible

How to Apply

Please submit your resume along with a cover letter to holly@gleeson-consulting.com. We read every cover letter.

In your cover letter, please answer the following two questions:

Question 1:

Tell us about a time you kept something, a project, a set of files, a client relationship, organized and accurate under pressure. What did you do, and what did that experience teach you about how you work?

Question 2:

Our team is small, so who you are as a person matters to us. Tell us three achievements you're most proud of in your personal or professional life and why. This is an opportunity to share aspects of you that typically don't make it onto a resume, but do speak to what you value, what motivates you, how you operate, and anything you'd love for us to know about you or unpack in an interview.

Benefits

• Health insurance
• Paid time off

Application Question(s)

• Are you able to commute to Waltham, MA?

Experience

• Insurance customer service or office administration: 1 year (Required)

Ability to Commute

• Waltham, MA 02453 (Required)

Work Location

In person

Pay: $55,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off

Application Question(s):

• Are you able to commute to Waltham, MA, or are you willing to relocate to Waltham, MA for this job?

• Do you have at least one year of experience in life insurance?

Work Location: In person

Salary : $55,000 - $75,000