Insurance Licensing & Operations Specialist

Who are we:

Toyota Insurance is a brand name of Toyota Insurance Management Solutions USA, LLC (TIMS). We are an independent agency specializing in property and casualty insurance for Toyota vehicle owners. We offer insurance through our trusted carrier partners to provide coverage for your Toyota vehicle, home and other assets. Our mission is to improve the Toyota ownership experience by improving the insurance experience.

Job Overview:

An Insurance Licensing and Operations Specialist ensures compliance with licensing regulations, manages the processes for obtaining and renewing licenses for insurance agents and companies, and oversees various operational tasks like maintaining records, processing documentation, and resolving issues. This role is critical for maintaining a company's legal ability to sell insurance and requires strong organizational, communication, and compliance skills, along with knowledge of insurance regulations and specific licensing software.

Job Responsibilities:

Licensing & Credential Management
• Oversee the full lifecycle of producer licensing, agent appointments, and compliance tracking using AgentSync Manage.
• Maintain accurate credentials across carrier platforms and ensure compliance with state and federal regulations.
• Manage continuing education (CE) assignments via WebCE and monitor timely completion.
• Conduct regular audits to ensure accuracy and compliance.

Onboarding & Offboarding
• Coordinate onboarding and offboarding of agents, carriers, and subcontractors, ensuring timely credentialing and system updates.
• Facilitate onboarding of agents with carriers during carrier onboarding processes and when new agents join the agency.
• Ensure proper deactivation and credential removal during offboarding to maintain compliance and data integrity.
• Track and manage subcontractor licensing, E&O coverage, and certificates of insurance (COIs).

Training & Cross-Functional Collaboration
• Partner with Compliance, IT, Sales, and HR to streamline credentialing processes.
• Develop and deliver training on licensing systems and compliance requirements for agents and internal teams.
• Maintain process documentation and quick-reference guides.

Process Optimization & Reporting
• Identify opportunities for automation and workflow improvements (e.g., Jira).
• Monitor KPIs related to licensing accuracy, compliance adherence, and operational efficiency.
• Provide regular compliance and performance reports to leadership.

Required Qualifications:
• Bachelor’s degree in business, Insurance, or related field (or equivalent experience).
• 3+ years in insurance licensing, compliance, or operations within a multi-state agency or brokerage.
• Strong knowledge of state and federal insurance licensing regulations.
• Hands-on experience with AgentSync Manage, WebCE, and carrier appointment processes.
• Familiarity with Errors & Omissions (E&O) insurance requirements and documentation.
• Excellent organizational skills with a strong attention to detail and accuracy.
• Strong communication and collaboration skills, with the ability to work cross-functionally with Compliance, Sales, HR, and IT teams.
• Proficiency in Microsoft Office Suite and workflow tools (e.g., Jira).

Key Competencies:
• Strong analytical mindset with meticulous attention to detail.
• Excellent organizational and problem-solving skills.
• Effective communication skills with the ability to articulate complex processes clearly.
• Adaptable and collaborative, able to manage shifting priorities and build cross-functional relationships.

Work Environment and Physical Demands:
General office environment and prolonged sitting and staring at computer. No special physical demands required.

Degree of Travel:
None

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Work Authorization:

Applicants must be authorized to work for any employer in the U.S. This position does not offer sponsorship or the transfer of sponsorship of employment Visa.

Learn More:

Visit our website Toyota Auto Insurance | Toyota Auto Insurance (toyotaims.com) to learn more about our company culture and career opportunities.

FLSA Job Status:  ☒ Exempt      ☐Non-Exempt

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability status. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

An Equal Opportunity Employer: Female / Minority / Disability / Protected Veteran / Sexual Orientation / Gender Identity

'EEOC is The Law' Information:

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.1