Insurance Virtual Assistant

Position Type: Remote (Independent Contractor)

Schedule: 8 am to 5 pm Pacific

Rate: $8/hr

Benefits: PTO and US Paid Holidays

Job Overview:

We’re looking for a highly skilled and motivated Virtual Assistant to support our insurance team with bookkeeping, auditing, administrative tasks, client communications, and policy management. This remote role is ideal for someone with experience in both bookkeeping and surplus lines/E&S commercial insurance market. The ideal candidate will be proficient in managing the preparation of new business and renewal applications. They should exhibit excellent communication skills to coordinate efficiently with underwriters, clients, and our internal team.

Key Responsibilities

• Recording and Tracking Financial Transactions
• Auditing of agency billed accounts
• Balancing and reconciling agency billed accounts
• Manage Client Profiles in Agency Zoom – new and existing:

o Set up and maintain client profiles in Agency Zoom

o Send emails and policy documents

o Collect underwriting trailing documents

• Prepare and send forms via DocuSign
• Use of Agency Zoom pipelines and agency processes
• Insurance Applications: Complete and submit new business and renewal applications, including:
• Filling out ACORD Forms, supplemental applications, and Statements of Values
• Data Entry & Documentation: Accurately input client and policy data into agency management systems.
• Update COIs as needed and work with billing inquires, payment inquiries, correspond with insureds eventually as needed
• Obtain financing agreements for clients
• Process payments following agents direction
• Underwriting research for quotes and lead generation

Ideal Candidate Profile

• Proficient Agency Zoom, DocuSign, Microsoft Products, Word, Excel etc (required)
• Strong background in Commercial Insurance, particularly in the Surplus Lines/E&S marketplace.
• Strong command of English and grammar
• Maintain professional and clear communication at all times.
• Self-motivated and comfortable working independently with minimal supervision
• Team Collaboration: Utilizing Microsoft and agency systems for real-time communications
• Sense of Urgency: Work efficiently under deadlines, ensuring prompt responses and accurate processing of all applications and renewals
• Expertise in completing and managing insurance applications (ACORD Forms, Supplemental Applications, SOVs).
• Proactive, responsive, and detail-oriented work ethic, ensuring timely communication with all stakeholders.
• Open to change and eager to learn new tools and processes