Office Manager and Health Insurance Account Manager

San Francisco Health Insurance Agency is a small, family-owned independent health insurance agency that’s been around for 45 years, purchased by siblings Tiff and Katie. We’re a close-knit team (literally family!) and pride ourselves in offering compassionate, high-quality guidance when it comes to choosing a health insurance plan.

We primarily sell health insurance policies to Medicare-eligible folks (usually 65 ) and Small Businesses in California. Occasionally, we also work with Covered CA and individual plans. Our days are filled with Zoom calls, client meetings, proposal generation, education, and paperwork and that’s where you come in. You’ll help us run everything smoothly and efficiently.

This position is 65% office management (admin work) and 35% account management (client facing, renewal upkeep, employee meetings)

Office Manager Tasks:

• Process applications, policy changes, and terminations from start to finish - triggered by a single email or spreadsheet entry, handled independently and without instruction
• Provide excellent customer service for existing clients, answering questions via email or phone call which includes calling and emailing insurance carriers to resolve billing, claims, application status, and other issues. Must be warm, clear, patient and professional.
• Self-Maintain a master calendar of office deadlines and tasks; alert owners of upcoming action items before they become urgent
• Maintain necessary office systems and work with tech support when necessary.
• Self-starter who optimizes efficiencies for the office with excellent organization, "managing-up" and multi-tasking skills
• Demonstrate solid understanding of California eligibility rules for small business carriers and Medicare carriers in addition to knowledge that is specific to plans and benefits
• Learn, master and efficiently execute DocuSign template creation including but not limited to completing a small business enrollment documents from start to finish or completing a Medicare Supplement application
• Demonstrate master knowledge and navigation of client tracking software, cloud based file-systems, Constant Contact and other databases.
• Maintain digital files that are organized, accurate, and consistently up to date, knowing what to keep, what to archive, and how to structure folders so anyone can find anything at any time
• Must be comfortable calling clients (small business owners and Medicare eligible folks) to ask for outstanding information, late payments

Account Management Role Responsibilities

• Shop plan options for clients with upcoming Medicare birthdays and send proactive outreach including meeting with client to discuss options.
• Evaluate small business renewals and present options to employers, handle the renewal process from start to finish which includes mastering our quoting engine and following up with hard to reach small business owners
• Prepare renewal packets and open enrollment letters for employees including compliance documents in Adobe
• Conduct one-on-one Zoom meetings with employees during open enrollment or newly eligible employees
• Manage renewal downloads, benefit comparison documents, and Part D client lists

Requirements:

• Active California Life and Health License
• 2-3 years experience in Small Business Employee Benefits or Medicare Supplement Insurance preferred
• Excellent organizational and executive function skills; detail-oriented, responsible, responsive, professional, and punctual
• Strong computer skills; including: Adobe PDF manager, Outlook email, Slack, Excel, Word, PowerPoint, Proton Sheets, Outlook, Microsoft Teams, YouTube and social media platform (basic knowledge of social media is okay). Online file systems, password managers, online fax tools, USPS Mail
• Self-starter attitude with willingness to learn to learn and master new online systems and portals with little guidance
• Warm, friendly, professional and helpful demeanor with clients, willing to go the extra mile, even when under stress or dealing with frustration.
• Ability to build and maintain relationships while setting appropriate boundaries (e.g., knowing when to wrap up calls or redirect conversations).
• Exceptional written communication that is personable, clear, friendly, and thorough
• Patient and respectful on the phone with customer service reps. Able to be persistent, creative and solution-oriented
• Required to have a formal desk set up and required to use a mouse and monitor (which office will provide)
• Long term interest in the position (2 years or longer is ideal), not ideal for those retiring soon or in school/returning to school
• High School/GED Preferred at minimum
• Bilingual in English and Spanish (a significant plus)

Job Schedule and Compensation

• Location: Bay Area preferred but if experience and fit is right, we can make exception. Must be able to pick up equipment from San Francisco or Oakland in person.
• Training: Initial training will take place bothin-person and remote in San Francisco, Oakland, or Marin and is expected to last 3–4 weeks, about 8 hours per day
• Check-ins: We’ll evaluate the fit after 3 weeks, with a follow-up review around 60 days.
• Ongoing Schedule: After training, the role is fully remote.
• Full time position Monday through Friday 8:00am - 5:00pm
• One Zoom/Slack/Teams meeting per day
• Compensation: $70,000-$95,000 , based on fit
• Busy Season: Our busiest time is October 1st through January 31st - it's all hand on deck. This means no vacations during that window.
• Additionally, we need coverage on dates: June 15th - July 10th in 2026. This is a 2026 exception, no vacations can be planned during this time.

Access Information:

• We will provide a PC laptop (with a keypad), a mouse and monitor
• Preferable if candidate is comfortable using VOIP application on personal phone for making calls (it's not your personal number)
• During in-person training or meetings, you must either wear a high-filtration mask (N95 or equivalent), or participate in Plus Life PCR-like testing (just one quick swab upon arrival)
• Occasional in-person team meetings or lunches may take place, always outdoors.
• No heavy lifting required, but expect extended computer use (typing, mouse work, phone calls).
• Let us know about any access needs you may have, we’re happy to accommodate when possible or let you know upfront if something isn’t feasible.

HOW TO APPLY
Write us a cover letter:

• Respond directly to the job details listed above.
• Share specific examples—from work or daily life—that highlight why you’re a great fit.
• Let us know where you shine, and where you may still be learning or growing.
• Include any questions you have for us—we’d love to hear them!
• Share your access needs and pronouns
• Include 2–3 references (name, relationship, and phone number).
• If needed, these can be sent later in the interview process.

Please also include a resume.

Pay: $70,000.00 - $95,000.00 per year

Benefits:

• Health insurance
• Paid time off

Application Question(s):

• Do you have an active CA Health, Accident and Life License?
• Are you okay not taking vacation from June 15th, 2026 - July 10th, 2026? This is a special blackout period for this year only.
• For in-person training or meetings, you will be required to wear a N95 mask and/or test with a PCR like test (one quick swab). Are you comfortable with this policy?

Work Location: Hybrid remote in San Francisco, CA 94114

Salary : $70,000 - $95,000