Job Overview:

Are you an exceptionally detail-oriented professional with a proven background in administrative operations, client service, or regulated industries like financial services and insurance?

Our client, an established and growing agency, is seeking a coachable and self-driven Insurance Administrative Support specialist to serve as a key operational partner to the agency owner. In this role, you will take full ownership of critical day-to-day functions, including insurance quoting, policy servicing, client communications, data entry, and billing inquiries. We value expertise in handling PII, payment information, and sensitive client data with utmost precision, discretion, and confidentiality. While previous experience in the insurance industry or carrier systems is highly preferred, motivated candidates with strong administrative, banking, or financial services backgrounds who learn complex processes quickly are strongly encouraged to apply. Come build a rewarding career where your independence, reliability, and precision directly drive agency success!

Schedule:

Monday - Friday, 9:00 AM - 6:00 PM PST (San Jose, CA Time), with a 1-hour unpaid break (40 work hours per week) 

Responsibilities:

Insurance Administration & Quoting

• Input and maintain accurate client and policy information in company systems.
• Prepare insurance quotes based on client information and requirements for the agency owner’s review and approval.
• Assist with policy servicing and routine administrative requests.
• Review client information for completeness and accuracy before submitting or processing requests.
• Assist with policy changes, documentation, billing-related requests, and other administrative tasks.
• Learn and effectively use the agency's insurance platforms, carrier systems, and internal tools.
• Maintain organized and accurate records of client interactions, policy information, quotes, and transactions.

Client Communication & Customer Service

• Manage incoming email correspondence from clients and provide professional, timely responses.
• Respond to client questions regarding policies, billing, pricing, coverage details, and routine service requests.
• Handle inbound phone inquiries professionally and confidently.
• Make outbound calls to clients, banks, insurance carriers, and third-party vendors as needed.
• Escalate complex policy, coverage, or underwriting questions to the appropriate person when necessary.
• Maintain a professional and service-oriented approach in every client interaction.
• Follow up on outstanding requests to ensure issues are resolved promptly.

Insurance Carrier & Vendor Communication

• Communicate directly with insurance carriers regarding policy information, coverage questions, documentation, and service requests.
• Contact banks and third-party vendors when necessary to resolve administrative or payment-related matters.
• Gather and verify information required to resolve client or policy issues.
• Document relevant communications and follow-ups accurately.

Billing & Payment Administration

• Assist with payment processing and routine billing-related administrative tasks.
• Respond to basic client questions regarding invoices, payments, pricing, and billing.
• Handle financial information carefully and maintain strict confidentiality.
• Complete routine paperwork and documentation accurately and on time.
• Escalate discrepancies or unusual payment-related concerns to the agency owner.

Administrative & Operational Support

• Provide ongoing administrative support to the agency owner.
• Manage and organize emails, documents, records, and client information.
• Assist with special projects and other administrative tasks as assigned.
• Prioritize daily responsibilities independently based on urgency and client needs.
• Identify outstanding tasks and follow up without requiring constant supervision.
• Help maintain smooth daily operations when the agency owner is unavailable.

Confidentiality & Data Security

This position will involve access to sensitive Personally Identifiable Information (PII), financial information, and credit card data.

The successful candidate must:

• Demonstrate a high level of integrity and professionalism.
• Maintain strict confidentiality of client and company information.
• Follow established procedures for handling sensitive information.
• Never disclose, misuse, or improperly store confidential client data.
• Exercise sound judgment when communicating sensitive information through email, phone, and company systems.
• Understand the importance of data accuracy and security when handling client records.

Requirements:

• Excellent written and verbal English communication skills.
• Strong administrative and organizational skills.
• Previous experience in administrative support, data entry, customer service, or a similar role.
• Strong attention to detail and commitment to accuracy.
• Comfortable working with financial information and confidential data.
• Confident handling both inbound and outbound phone calls.
• Professional and courteous communication skills.
• Ability to communicate with clients, banks, insurance carriers, and third-party vendors.
• Strong computer skills and ability to learn new software and systems quickly.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong follow-through and ability to independently manage assigned tasks.
• Reliable internet connection and professional home office setup.
• Ability to receive feedback and apply coaching effectively.

Qualifications:

• Previous experience working in the insurance industry.
• Experience with insurance quoting, policy servicing, billing, or carrier systems.
• Experience in financial services, banking, or another highly regulated industry.
• Experience handling PII, payment information, or other sensitive customer data.
• Previous experience communicating with insurance carriers or third-party vendors.
• Experience working directly with business owners or in a small-business environment.
• Familiarity with CRM, insurance management, quoting, or administrative software.

Success in the Role:

Success in this position will ultimately be measured by the candidate's ability to reduce the agency owner's day-to-day administrative workload while maintaining a high standard of client service and accuracy. The long-term goal is for the successful hire to become sufficiently familiar with the agency's systems, processes, clients, and daily responsibilities that they can independently manage core administrative functions and provide reliable operational coverage when the agency owner is away for an extended period.

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note:

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.