What are the responsibilities and job description for the Compliance Services Administrator position at JT Bates Group?
Company Description JT Bates Group specializes in risk management solutions for heavy equipment dealers and materials handling companies. With over 35 years of experience in the equipment industry, the company designs products that support equipment dealers in managing exposure and protecting their businesses. JT Bates Group focuses on practical, industry-specific offerings that help clients operate with confidence. Team members work in a collaborative environment that values professionalism, reliability, and long-term relationships with clients.
Role Description The Compliance Services Administrator is a full-time hybrid role based in Georgetown, TX, with the flexibility to work from home part of the time. This role is responsible for supporting compliance-related processes, including reviewing, organizing, and maintaining documentation for risk management programs and products. The person in this role will respond to internal and external inquiries, provide guidance on compliance procedures, and escalate complex issues as needed. Day-to-day responsibilities include data entry, record maintenance, preparing reports, updating systems, and coordinating with other team members to ensure timely and accurate information. The Compliance Services Administrator will also assist with onboarding and supporting dealers and customers, participate in process improvements, and contribute to training materials and resources as programs evolve.
Qualifications:
● Evaluate customers’ certificates of insurance (COIs) on behalf of our dealers for the necessary insurance requirements and enter them into StraightDocs in a timely manner.
● Pursue all missing insurance requirements (dealer-specific) with the listed insurance agency to establish a corrected COI if needed.
● Communicate with Rental Coordinators/Managers when requirements are missing, cannot be established, or if more rental information is needed.
● Being proactive by providing specialized customer service support for specific dealers assigned to you. This involves frequent communication via email and phone calls, as well as intermittent check-ins with your dealers.
● Being adaptable by assisting other team members to meet goals or participate in special projects as needed.
● Routinely review renewals for expired certificates in StraightDocs and take action to establish current coverage.
● Participate in team communication daily with our messaging platform as well as weekly meetings, e-mails, Teams, training, and some in-person gatherings.
● Must meet a goal of entering 16 certificates per hour by the end of their first 90 days of employment.
Secondary Functions:
● Routinely follow up with insurance agencies and Rental Coordinators/Managers to establish missing insurance requirements or other necessary information within a desired timeline of 1 business day.
● Proactively research customer information and/or insurance agency contact information when needed (i.e., current rental information, subsidiaries, multiple locations, dba, agency email, or phone number).
● Notate and clearly document all information regarding missing requirements, communications with Rental Coordinator/Manager and insurance agency, as well as any key information in StraightDocs.
Requirements:
● Must be willing to become a licensed General Lines-Property/Casualty Agent after you pass your 90-day probationary period.
● Proven work experience demonstrating professional communication and decision-making skills, ability to work independently, and ability to prioritize urgent requests.
● Capability to work independently.
● Strong clerical skills, including 50 wpm, data entry experience, time management, and organizational skills.
● Communication of concerns, questions, and relevant dealer situations to the StraightDocs Manager.
● Excellent computer skills, including Apple systems and Microsoft Office Suite (Outlook, Word, Excel).