Virtual Assistant | 59964907122

About This Role

Job Description: Virtual Assistant & Digital Receptionist

Search: LatAm & SA

Comp: Market Related

Hours 8:30am-5:30pm PST

About US We are an industry-leading, tech-forward insurance brokerage specializing in the entertainment, sports, and recreation sectors. We are famous for our "Instant Insurance" digital platform, which allows clients to secure coverage for film productions, events, and high-end equipment in a matter of minutes.

Because we operate at the intersection of technology and entertainment, we are looking for a Virtual Assistant & Receptionist who is tech-savvy, highly organized, and capable of providing a "white-glove" experience to our diverse global clientele.

The Role

You will be the digital "front door" of our agency. This role is a blend of traditional administrative support and digital operations. You will manage high-volume inquiries via phone, email, and live chat, ensuring that every client is routed to the right specialist or assisted with our online platform. This position is ideal for someone who thrives in a fast-paced environment and enjoys the "triage" of managing multiple tasks simultaneously.

Key Responsibilities

• Policy Binds (Processing Policies, Checking application and notes for accuracy, requesting to bind coverage with the carrier, Creating the Certificates and special endorsement documents - with more practice, can send the documents to the customers). There will be Policy Bind Processes for each of our different programs by carrier (HCC, FLD, PHLY, INTACT ENTERTAINMENT, INTACT INLAND MARINE, COACTION, O2 SPORTS, ABACUS, all other miscellaneous carriers) - 10-15 PER DAY
• Policy Binds for our specific exclusive Inland marine (IM) Program (creating policy, entering policy, billing policy) - 1-2 PER DAY
• Policy Endorsements (Processing policy changes for all policy types) 2-5 PER DAY
• Entering Policies into our Policy Management System
• Billing Policies in our internal System
• Sending Non-IM Renewal Reminders emails and follow-ups - 15 a day
• Certificates of Insurance - Issuing these per client requests - ALL DAY
• Needs Reviews Verifications - When fraud is questionable with our IM program, our system creates a need to review (this including asking for more information, reviewing the fraud software score, looking up websites, social media sites, and calling Equipment Rental Houses to verify if they are new or repeat customers). Client will only be approved if we can verify it's a real person. - ALL DAY
• Sharegrid Verification Emails - Checking what clients have and responding to a company called Sharegrid with their policy details 3-8 PER DAY
• Non-FLD (all other) Policy Checking - 1-5 PER DAY
• Non-FLD (all other) Policy Delivery to clients 1-5 PER DAY
• Phones (Basic) - Learning to field basic calls and give them simple next steps (everything other than discussing coverages) - 1-2 SHIFTS per day (1.5 hour shifts)
• Creating Partner Pages - (setting up internal partner referral links using our internal administrative website to set it up) 1-3 PER MONTH
• Late Payment Clients - checking for notices, setting up reminders, calling clients to help them make payment, follow ups, etc.
• ADDITIONAL POSSIBLE RESPONSIBILITIES AFTER TIME HAS PASSED (or may need to give to another) : Claims updating, IM program Renewal review.

Required Qualifications

• Experience: 3+ years of experience as a Virtual Assistant, Receptionist, or Administrative Assistant. Previous experience in Insurance, Legal, or Real Estate is a significant plus.
• Tech-Savvy: You must be highly comfortable with digital tools. We use a variety of platforms including Google Workspace, Slack, Zoom, and proprietary insurance software.
• Communication: Exceptional verbal and written English skills. You must be able to communicate clearly with everyone from independent filmmakers to corporate executives.
• The "Multi-Tasker" Mindset: Ability to manage a busy phone line while simultaneously responding to live chat and managing an inbox.
• Problem-Solving: A proactive approach to helping clients who may be struggling with our digital platform.

Personal Attributes

Polished Professionalism: You represent the agency’s brand. Even over the phone or chat, your professionalism should be evident.

• High Reliability: As a remote role, we need someone who is punctual, disciplined, and maintains a consistent presence during business hours.
• Attention to Detail: You catch the small things—a misspelled name, a missing attachment, or a mismatched phone number.

Why Join Us?

• Innovative Environment: Work for a company that is changing how insurance is bought and sold.
• Dynamic Industry: Engage with the exciting worlds of film, sports, and events.
• Stability & Growth: We are an established, growing firm that values long-term team members and offers a collaborative remote culture.