Placement Coordinator

About the Company

EPIC Insurance Brokers & Consultants, headquartered in San Francisco and founded in 2007, is one of the fastest-growing firms in the insurance industry with over 3,000 employees nationwide. Our local market knowledge and industry expertise support clients' regional and global needs. We value an owner mindset, inspiring trust, thinking big, and driving results.

About the Role

The Placement Coordinator provides administrative, technical, and operational support to the Placement team. This role involves preparing submission materials, maintaining agency systems, creating applications and proposal documentation, and ensuring the accuracy of placement-related data for new and renewal business.

Candidates may be based at any of EPIC Insurance Brokers' Indiana offices. This position follows a hybrid work model, requiring in-office attendance three days per week.

Responsibilities

• New Business Support
  • Input and maintain accurate client, policy, and coverage information in Sagitta using established standards and procedures.
  • Create and update Acord applications for new business opportunities.
  • Prepare submission packages for carrier placement including applications, loss runs, underwriting information, and supporting documentation.
  • Establish and maintain ImageRight files and supporting documentation.
  • Assist with proposal preparation by creating templates, compiling carrier information, and formatting presentation materials.
  • Create page marks, descriptions, and indexing within the agency imaging system.
  • Support the placement team by gathering and organizing required underwriting information.
• Documentation & Data Management
  • Maintain accurate and complete documentation within Sagitta, ImageRight, and other agency systems.
  • Perform quality control reviews of data and documentation prior to marketing and binding.
  • Monitor workflow activities and ensure placement-related tasks are completed within established service standards.
  • Maintain organized electronic files and records in accordance with agency procedures.
  • Assist with data cleanup projects and system maintenance initiatives.
• Team Support & Collaboration
  • Provide administrative and technical support to Placement Specialists and Placement Managers.
  • Coordinate internal requests and assist with gathering information needed for marketing activities.
  • Communicate professionally with internal stakeholders regarding outstanding requirements and workflow status.
  • Participate in process improvement initiatives to enhance operational efficiency.
  • Support special projects and departmental initiatives as assigned.

Requirements

• Prior customer service and office administration experience required.
• Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Commercial insurance or previous insurance operations/industry experience preferred.
• Experience with Sagitta, ImageRight, or similar agency management systems preferred.
• Strong attention to detail and commitment to data accuracy.
• Excellent organizational and time management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong verbal and written communication skills.
• Demonstrated customer service orientation and collaborative approach.
• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• 1-3 years of insurance, administrative, operations, customer service, or agency support experience preferred.
• Valid Indiana Property & Casualty license (or ability to obtain within 90 days).

Benefits

• 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.
• Leave Options
  • Paid parental leave.
  • Pregnancy disability and bonding leave.
  • Organ donor/bone marrow donor leave.
• Employee referral bonus program of $1,500 per hired referral.
• Employee recognition programs for demonstrating EPIC’s values, plus additional awards and programs (including trips).
• Employee Resource Groups: Women’s Coalition, EPIC Veterans Group.
• Professional growth & development: Mentorship Program, Tuition Reimbursement Program, Leadership Development.
• Unique benefits such as Pet Insurance, Identity Theft & Fraud Protection Coverage, Legal Planning, Family Planning, and Menopause & Midlife Support.
• 401(k) matching, medical insurance, dental insurance, vision insurance, and wellness & employee assistance programs.

EPIC fosters a 50/50 culture between producers and the rest of the business, supporting collaboration, teamwork, and an inclusive work environment. The company is also involved in charitable efforts including Donation Connection, Employee Assistance Fund, and People First Foundation.