Operations Administrator

Howden is a global insurance group with employee ownership at its heart. Together, we have pushed the boundaries of insurance. We are united by a shared passion and no-limits mindset, and our strength lies in our ability to collaborate as a powerful international team comprised of 24,000 employees spanning over 56 countries.

People join Howden for many different reasons, but they stay for the same one: our culture. It’s what sets us apart, and the reason our employees have been turning down headhunters for years. Whatever your priorities – work / life balance, career progression, sustainability, volunteering – you’ll find like-minded people driving change at Howden.

Who are we?  

Howden is a collective – a group of talented and passionate people all around the world. Together, we have pushed the boundaries of insurance. We are united by a shared passion and no-limits mind-set, and our strength lies in our ability to collaborate as a powerful international team comprised of 20,000 employees spanning over 100 countries.  

Our people are our biggest asset as well as our largest shareholder group and are everything that makes us unique; our inclusive culture, the quality service we offer our clients, and our continued growth, all come from our people-first approach. There’s no such thing as individual success. We all need to play our part, contributing our skills and experience to make a true difference. That’s Howden.  

Why work at Howden?  

We have always been employee-owned and driven by entrepreneurial spirit. Right from the beginning, we've focused on employing talented individuals and empowering them to make a real difference to the company, whilst building successful and fulfilling careers at the same time. Simply put, we hire talented specialists and give them what they need to make a difference for clients.  

Always have, always will.  

People join Howden for many different reasons, but they stay for the same one: our culture. It’s what sets us apart, and the reason our employees have been turning down disappointed head- hunters for years. Whatever your priorities – work/life balance, career progression, sustainability, volunteering – you’ll find like-minded people driving change at Howden.  

What is the role?  

We are seeking an Operations Administrator in Miami, FL with an on-site work schedule.  This will be a 3-month long contract.

ROLE SUMMARY  

The role is responsible for end-to-end intake, processing, and management of incoming mail and documents, including receipt, review, sorting, scanning, validation, and coordination for check handling and deposits. 

What will you be doing?  

Mail Intake & Processing 

• Receive, open, and sort incoming physical mail (carrier documents, policies, invoices, endorsements, certificates, etc.) 

• Coordinate with appropriate teams upon receipt of checks, including preparation and facilitation of bank deposits 

• Scan all incoming physical documents using standardized procedures 

• Validate scan quality (clarity, completeness, correct orientation) 

Document Filing & System Upload (AppliedEpic) 

• Upload and attach all documents to the appropriate account, policy, or activity within Applied Epic 

• Accurately index documents using naming conventions, and activity codes 

• Confirm all required documentation is saved to Epic as the system of record for audit and compliance purposes 

Coordination with Agency/Broker Teams 

• Work closely with Account Managers, Brokers, and Client Service teams to:  

• Validate document classification 

• Route misdirected or incomplete items 

• Resolve discrepancies or missing information 

• Escalate time-sensitive or incomplete documentation to appropriate stakeholders 

Process Improvement & Operational Support 

• Identify opportunities to improve mail handling, scanning, and document workflows 

• Support transition toward digital-first processes and document ingestion tools 

• Assist with backlog processing or high-volume periods as needed 

What are we looking for?  

Qualifications:  

• Strong attention to detail with the ability to process data accurately 

• Ability to follow established processes and work effectively in a structured environment 

• Good problem-solving skills, with the ability to identify issues and escalate when needed 

• Organized and able to manage multiple tasks and meet deadlines 

• Clear written and verbal communication skills 

• Team-oriented mindset with a collaborative approach to work 

• Positive, proactive attitude with a willingness to learn and develop 

• Ability to work in a fast-paced environment and adapt to changing priorities 

• Basic awareness of compliance and the importance of following company policies 

• Basic understanding of accounting or insurance business processes; exposure to billing or finance operations is a plus 

• Ability to maintain confidentiality and handle sensitive client and financial information with discretion  

• Demonstrated reliability, accountability, and consistency in executing repetitive, process-driven tasks 

Compensation and Benefits 

The expected base salary range for this role is $20-$25 per hour for a 3-month contract; actual base salary will be determined based on factors including candidate experience and work location. This role is classified as non-exempt under the Fair Labor Standards Act (FLSA). 

Our sustainability promise  

We’re on a life-long journey to become an ever-more sustainable group. It's a commitment to taking care of our people and the world we live in, to doing good business, and to making a positive impact wherever we can. Our governance processes, company policies, and review systems are all geared towards our goal of making a positive impact in the world. You can read more about our sustainability work here.  

A career that you define. At Howden, we value diversity – there is no one Howden type. Instead, we’re looking for individuals who share the same values as us:

• Our successes have all come from someone brave enough to try something new

• We support each other in the small everyday moments and the bigger challenges

• We are determined to make a positive difference at work and beyond

We're committed to providing reasonable accommodations at Howden to ensure that our positions align well with your needs.  Besides the usual adjustments such as software, IT, and office setups, we can also accommodate other changes such as flexible hours* or hybrid working*.

If you're excited by this role but have some doubts about whether it’s the right fit for you, send us your application – if your profile fits the role’s criteria, we will be in touch to assist in helping to get you set up with any reasonable adjustments you may require.

*Not all positions can accommodate changes to working hours or locations. Reach out to your Recruitment Partner if you want to know more.