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Surety Assistant – typical workflow

Monthly timeline- billing/renewals/reconciliation

Statements – First business day of month

• Run statements and AR reports for each Agent on the list for Agents that prefer emailed statements.
• Drop a copy of the email into the Agent folder.
• Close out bonds from previous month.
• On a rotation basis with other assistants – run Statements and AR reports for entire department and send PDF document to Patriot Office Services department for mailing. Save pdf document in Statement and AR folders.

Bond Renewals – beginning of month (2 months ahead of expiring month)

• Run Renewal report
• Update spreadsheet.
• Run credit when necessary, alert Underwriter of changes-problems
• Renew, invoice and discuss renewals with Underwriters that need approval.
• Document each project folder and backlog tracker as appropriate.

Mid-Month

• Bond Reconciliation
• Check AP (Additional premium) spreadsheet for AP invoices to process and invoice

Month End

• Have all renewals, bonds reported and APs, cancellations and modifications processed before the books close for the month. Usually the day before the last working day of the month.

Daily – as needed and requested

New Business Submissions

• Set up NBS submission in SharePoint using appropriate template
• File email and attachments properly – rename and number appropriately.
• Run Clear and LexisNexis credit reports
• Enter NBS into ZipBonds
• Update NBS tracker
• Notify Underwriter when complete.

GIA (General Indemnity Agreement)

• Setup as instructed via DocuSign. Update NBS tracker and DocuSign tracker.
• Follow up with unsigned GIAs, ALOAs, Addendums sent thru DocuSign

Setup project folders for existing Principals for new projects/approvals

• File all emails and attachments appropriately
• Run credit if reports are more than 12 months old

Invoicing

• File bonds and emails appropriately and check accuracy
• Complete Rate calculator for each project
• Invoice and send to appropriate email address (may be an accounting address)
• File and document folder and backlog tracker

Agent and Licensing emails

• File updates appropriately
• Follow thru with Agency setups, questions, POA updates, etc.
• File email correspondence appropriately

Status Inquiries as requested / needed

Customer Service requests: Bond verification, billing questions, weekly scanned documents from home office.

Other duties as assigned.

Ideal Experience

• Office 365
• Adobe Pro
• SharePoint/OneDrive
• Excel
• Zip Bonds
• Thompson Reuters- CLEAR
• LexisNexis