Hiring: Full-Time Bilingual Insurance Executive Assistant- Remote
Schedule:
- Full-time; 9:00 AM – 6:00 EST
Qualifications:
Must-Haves:
- Bilingual Fluency (Spanish & English)– Fluent spoken and written Spanish and English to serve Spanish-speaking small business owners and contractors.
- Commercial Insurance Experience– Ideally 2–5 years as an Insurance CSR, Administrative Assistant, or VA in US commercial insurance, with working knowledge of coverage limits, certificates, quoting, and renewals.
- Warm Phone Demeanor– Friendly, patient, and personable on the phone—especially when calling clients about upcoming or overdue payments.
- Strong Written Communication– Clear, professional English email communication and the ability to manage a high-volume inbox.
- Fast, Process-Oriented Learner– Picks up workflows quickly through visual, step-by-step demonstrations and executes repetitive tasks consistently and accurately.
- Uncompromising Integrity– Honest, transparent, and quick to raise a hand when a mistake happens so it can be fixed together.
Nice-to-Haves:
- Printer & Scanner (Highly Preferred)– Useful for printing carrier supplemental forms, scanning signed waivers and agreements, and re-uploading them to carrier portals.
- AMS & Carrier Portal Experience– Familiarity with an agency management system and US carrier/wholesaler quoting portals.
- Comfort with AI Tools– Openness to using AI tools to work smarter and faster.
Your responsibilities include:
Client Intake & Application Quoting
- Receive scanned client intake forms via email and verify that all details are complete
- Create and update client records in the agency management system
- Enter application details into commercial carrier and wholesaler quoting portals to generate premium quotes
- Call clients on complex or high-risk applications to gather missing operational details for underwriting
- Process carrier supplemental questionnaires—collect answers from clients, complete forms digitally or by hand, and upload them back to portals
- Monitor quoting progress and notify the agency owner as soon as a quote is finalized so she can present it to the client
Policy Binding, Financing & Invoicing
- Complete the binding workflow with carriers once the client has signed and approved payment
- Prepare finance agreements and track check deposits and clearance before disbursing payments to the finance company
- Issue digital invoices and send payment links via email or text through the agency's new finance platform
- Support the transition of existing policyholders from the legacy finance system to the new digital platform
Pending Cancellations & Payment Reminder Calls
- Start each morning by pulling pending cancellation reports from carrier and finance portals
- Make friendly outbound reminder calls to clients with payments due (typically 2–3 per day)
- Help clients make payments by phone or guide them through digital payment links to prevent policy lapses
Certificates of Insurance & Workers' Comp Waivers
- Issue Certificates of Liability Insurance for homeowners, general contractors, and commercial clients
- Prepare 3-part building permit certificate packages (General Liability, Workers' Compensation, and Disability)
- Add Additional Insured endorsements as required by project specifications or municipal codes
- Generate Workers' Comp waivers through state or carrier portals and send them to clients for signature
Policy Renewals & Carrier Shopping
- Track upcoming renewals 6 weeks before expiration, alert the agency owner, and re-engage clients
- Re-quote expiring policies from a discontinued wholesaler and shop them across alternative carriers to secure replacement coverage
Inbox Management & Bilingual Call Handling
- Own the agency's primary shared Gmail inbox—filter, categorize, and clear it daily
- Respond to routine client inquiries directly and escalate owner-level items
- Handle forwarded office and mobile calls with warm customer service in English and Spanish
- Route appointment and meeting requests to the front-desk assistant who manages the owner's calendar
- Keep in daily contact with the agency owner via phone, text, or video call
Benefits:
- Health insurance
- Pay raise
- Work from home