Office & Operations Coordinator
ESTIR Inc. — Bloomfield, NJ or Princeton, NJ
Employment Type: Full-Time
Location: Bloomfield, NJ or Princeton, NJ
Work Arrangement: In-Office
Starting Salary: $50,000
ESTIR Inc. is looking for a highly organized, detail-oriented Office & Operations Coordinator to join our team. This is a hybrid role combining front-office responsibilities with CRM management and insurance agency accounts payable.
The ideal candidate is professional, organized, comfortable with technology, and able to manage multiple priorities in a fast-paced office environment. Fluency in both English and Spanish is required, as this position interacts directly with our clients and team members.
This position is also designed as a career growth opportunity. It serves as a stepping stone to a Customer Success Associate position, with the opportunity to be considered for promotion after approximately one year based on strong performance, demonstrated initiative, and the ability to take on additional client-facing responsibilities.
Key Responsibilities
Front Office & Reception
Greet clients and visitors in a professional and welcoming manner
Answer and manage incoming phone calls
Handle general office inquiries
Schedule client appointments
Provide general administrative support to the team
CRM Management
Maintain accurate and up-to-date client and contact information
Enter and update leads, prospects, and clients in the CRM
Ensure client activities, notes, and follow-ups are properly documented
Keep CRM records clean, organized, and accurate
Run basic reports and identify missing or incomplete information
Accounts Payable — Agency Bill
Process and track agency-bill payments to insurance wholesalers
Review wholesaler invoices and statements for accuracy
Ensure agency-bill payments are made accurately and on time
Maintain organized records of wholesaler invoices and payments
Coordinate with the insurance team and bookkeeping/accounting as needed regarding agency-bill transactions
Career Growth
At ESTIR, we believe in developing employees and promoting from within.
This position provides a strong foundation in insurance agency operations, client relationships, CRM management, and office processes. Employees who demonstrate strong performance, initiative, attention to detail, and the ability to effectively work with clients may be considered for promotion to Customer Success Associate after approximately one year.
The Customer Success Associate role will involve greater responsibility for managing client relationships, supporting policyholders, and helping ensure an exceptional customer experience.
Qualifications
3+ years of professional work experience
Fluent in English and Spanish — required
Strong organizational and time-management skills
Excellent attention to detail
Professional and friendly communication style
Comfortable working with computers and learning new software
Experience with CRM systems is a plus
Experience with accounts payable, insurance agency operations, or agency-bill payments is a plus
Ability to handle confidential client and financial information
Ability to work independently while also supporting a broader team
Demonstrated reliability, initiative, and willingness to learn
What We're Looking For
We are looking for someone who takes ownership of their work and enjoys being the person who keeps things organized. This role requires someone who can comfortably move between client interaction, administrative work, CRM management, and financial processing while maintaining a high level of accuracy.
The right candidate should be looking for more than a traditional receptionist or administrative position. We are looking for someone who wants to learn the insurance business, grow their responsibilities, and build a career with ESTIR.
Insurance experience is not required, but candidates with experience in insurance, customer service, office operations, accounting, or other client-facing environments are encouraged to apply.
Compensation & Benefits
Starting salary: $50,000
Quarterly performance bonuses
Health insurance
Paid time off
Professional and supportive work environment
Career growth and advancement opportunities
Opportunity to progress into a Customer Success Associate role based on performance