Job Highlights

Contract: Independent Contractor
Schedule: Monday - Friday, 8:00 AM to 5:00 PM (Eastern Standard Time)

Overview
We are a New Jersey-based insurance agency seeking a reliable and organized Virtual Assistant to support our back-office operations. This role focuses on internal team management, payroll processing, and administrative compliance. You will communicate directly with our internal team members and partners.

Key Responsibilities

• Scheduling & Attendance:
  • Create and manage the monthly team schedule.
  • Post holiday schedules and ensure all partners and carriers are informed.
  • Monitor employee attendance (ensure team members punch in/out on time).
  • Contact team members directly if they report to work late or fail to report.
• Payroll & Compensation:
  • Calculate and send employee hours for approval.
  • Process employee bonus reports.
  • Track payroll expenses and taxes.
• Benefits & Expenses:
  • Ensure health insurance premiums are paid on time.
  • Ensure 401K contributions are paid on time.
  • Track and record employee expenses.
  • Send a monthly report of all expenses to the owner.
• HR Administration:
  • Record vacation hours and family leave.
  • Maintain up-to-date files for all employee contracts and identification documents.

Essential Requirements

• Experience: 1–2 years of experience in Administrative Support, Office Assistant, or similar roles.
• Confidentiality: Proven ability to handle sensitive information (salaries, contracts, ID documents) with strict confidentiality.
• Software Skills:
  • Proficiency in Excel/Google Sheets (essential for creating schedules, tracking expenses, and bonus reports).
  • Comfortable learning new payroll or time-tracking software.
• Communication:
  • English Level: B2 or C1 (Upper Intermediate/Advanced).
  • Note: Must have the confidence to speak firmly but professionally with staff members regarding attendance issues.
• Organizational Skills: High attention to detail to ensure payments (Insurance/401k) are never missed.

Preferred (Nice to have, but not mandatory to keep costs down):

• Previous Insurance or HR Assistant experience: Helpful, but not required as long as they are administratively strong.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Steady freelance job

Please note that since this is a permanent work-from-home position and an “Independent Contractor” arrangement, the candidates must have their own computer and internet connection. They will handle their own benefits and taxes. The professional fees are on hourly rates and the rate depends on your performance in the application process.

Job ID: 42501785249