Description

Swivel Group, headquartered in Australia is best known for building and implementing custom solutions for businesses to enable them to innovate, scale and compete at a global standard. We've been around since 2019, with a team growing beyond 160+ employees that help us challenge and innovate for our partners across the software, digital, and finance landscapes.

Swivel Group is also in partnership with FinTech Global Solutions (Google Partner), which has been highly successful in providing offshore operations on a global scale with clients ranging from start-up to enterprise level. Swivel Group has access to an untapped marketplace of talent in Sri Lanka with proven processes coupled with effective and stable operations to support them.

Our Brands:

Swivel Tech, Swivel Finance, Swivel Talent, and Swivel Foundation.

Role Purpose:

We are seeking a high-performing and detail-oriented Executive Assistant (EA) or Chief Admin Officer to support our Senior Account Manager and Head of Broking in a pivotal administrative and operational role. This position sits at the intersection of client service, insurer coordination, claims support and policy processing. It’s ideal for someone who understands insurance brokerage workflows and thrives in a fast-paced, client-first environment. The role includes responsibility for managing insurer follow-ups, supporting complex renewals and policy placements, preparing client schedules and reports, managing claims from start to finish and providing high-level administration to ensure smooth operations across broking functions. This is not your traditional EA role – you’ll be an extension of the broking team and a key contributor to client outcomes, insurer relationships, and business efficiency.

Responsibilities

Administrative and Executive Support:

• Manage diary and email for the Senior Account Manager and Head of Broking, ensuring meetings, deadlines and tasks are effectively coordinated.
• Prepare professional and accurate correspondence, presentations and reports on behalf of the executive team.
• Act as a liaison between internal departments, clients and insurers to ensure smooth communication.
• Handle confidential information with discretion and maintain a high level of professionalism.
• Assistance with ad-hoc taskings such as workload re-allocation, business reporting and data entry.
• Assistance on Special projects – supporting marketing initiatives, competitor research, market research etc.
• Market research and Email preparation for outreach; including online research, utilizing data platforms and AI.

Policy Processing & Broking Support:

• Assist the broking team with end-to-end broking activities including new business, renewals, endorsements and cancellations.
• Prepare and format policy documentation including certificates of currency, schedules, renewal reports and policy summaries.
• Support policy placement by gathering underwriting information, comparing quotes and following up with insurers to secure terms.
• Maintain and update client and policy data within broking systems (e.g., WinBEAT, Insight, Sunrise, SCTP, etc.)
• Ensure all documentation and records are correctly stored and compliant with regulatory and internal audit requirements.
• Process cancellations and Funding administration including follow ups and processing.

Insurer and Underwriter Coordination :

• Build and maintain strong working relationships with insurer partners.
• Follow up on quotations, renewals, documentation, endorsements and insurer queries.
• Track and chase outstanding information from insurers in a timely manner to ensure efficient policy issuance and service delivery.
• Manage quote comparisons and help prepare presentation packs for clients.

Claims Administration :

• Assist in the lodgments and tracking of claims for commercial and SME clients.
• Act as a point of contact between the client and insurer/claims adjuster to ensure clear and prompt communication.
• Collect and compile supporting documentation (e.g. claim forms, photos, invoices, reports).
• Update claims registers and provide regular progress updates to Account Managers and clients.
• Assist in resolving claim disputes and delays with escalation to senior staff as needed

Client Servicing & Relationship Support:

• Respond to day-to-day client queries professionally and efficiently.
• Support the Senior Account Manager in the preparation of client presentations, reports, and renewal packs.
• Help with onboarding of new clients, collecting data, and preparing pre-renewal questionnaires.
• Maintain accurate and up-to-date contact logs and client communications.
• Assist with inbox management when brokers are on leave.

Compliance & Reporting:

• Ensure client and policy files are maintained in accordance with internal QA and industry regulatory standards.
• Prepare internal and external reports, including premium funding schedules, bordereaux, renewal pipelines, and activity trackers.
• Assist with compliance reporting and support any internal or external audit requirements.

Requirements

• Minimum 2 - 3 years’ experience in a broking support or administrative role within an insurance brokerage or underwriting agency.
• Strong understanding of general insurance products including Property, Liability, Motor, Business Packs, Professional Indemnity, etc.
• Proficiency in insurance software such as WinBEAT, Insight, EBIX, Sunrise, SCTP or similar.
• Strong Microsoft Office skills – especially Word, Excel, Outlook and PowerPoint.
• Ability to manage multiple tasks simultaneously, prioritize effectively and meet deadlines under pressure.
• Meticulous attention to detail with strong organization and problem-solving skills.
• Exceptional verbal and written communication skills.
• Professional presentation, with a client-first mindset and can-do attitude

Key Skills and Attributes

• Tier 1 or Tier 2 Insurance Broking qualification (or willingness to attain).
• Experience working with complex commercial insurance clients or high-volume SME portfolios.
• Familiarity with insurer portals and premium funding providers.
• Ability to identify process improvements and drive administrative efficiency.
• Enthusiastic about building a long-term career in the broking industry.

Engagement

• Full-time, Contract

Work model

• Hybrid
• AU Shift (IST 06.30am - 03.30pm)
• AU Calendar leaves

What Swivel Offer

• A dynamic and Supportive Working Environment
• Professional Certification Reimbursements
• Training & Development Opportunities
• Flexible Remote and On-site Working Arrangements
• Swivel Employment Referral Program

Work Culture

Swivel promotes a culture of positivity, openness, growth, collaboration, and fairness within our work environment. Individual development matters to us. We put in a sincere effort to help our team grow on professional and personal levels.

Swivel Values

Trust: A confident relationship in our staff, that would adhere to transparency and honesty in our dealings.

Innovation: Initiative, Collaboration, Growth, Challenging the industry and continuously evolving!

Premium: Top talent, above and beyond Be the one percenter of the Team!

Respect: Everyone matters and so do their ideas! No egos, humble but quietly confident and empathetic.

Team: Be Supportive, welcoming, community, family-oriented and as strong as our weakest

Our Channels

Website - https://swivelgroup.com.au/ | https://swivelfinance.com.au/

Instagram - https://www.instagram.com/swivel.group/

Facebook - https://www.facebook.com/swivelgroupau

LinkedIn - https://www.linkedin.com/company/swivelgroupau/