Insurance Virtual Assistant

About the Role

Office Beacon is looking for a detail-oriented Insurance Virtual Assistant to support the daily operations of U.S.-based insurance agencies.

Depending on the client assignment, you may support Personal Lines, Commercial Lines, or both, handling insurance quoting, policy servicing, renewals, endorsements, documentation, billing support, follow-ups, telemarketing, and other agency operations.

This is a U.S.-client-facing role, so candidates must be willing to work schedules aligned with U.S. client operations, including night-shift schedules when required. The specific working hours will depend on the assigned client.

Responsibilities

• Support U.S. insurance agency operations and back-office activities.
• Enter and update customer, policy, and account information in an Agency Management System.
• Assist with Personal Lines and Commercial Lines quoting.
• Gather and review information for carrier submissions.
• Prepare applications, supplemental forms, and insurance documentation.
• Process policy servicing requests, endorsements, and policy changes.
• Assist with renewal preparation, remarketing, and coverage comparisons.
• Issue Certificates of Insurance and Auto ID Cards when authorized.
• Process mortgagee, lienholder, and additional insured updates.
• Assist with cancellations, reinstatements, and rewrite requests.
• Request and process loss runs, claims information, MVRs, and underwriting documents.
• Review policies and supporting documents for completeness and accuracy.
• Monitor emails, work queues, assigned tasks, and follow-ups.
• Maintain accurate documentation of customer and policy activity.
• Communicate professionally with agents, carriers, clients, prospects, and internal teams.
• Make or receive business-related calls when required.
• Assist with telemarketing, prospect outreach, appointment setting, and follow-ups when assigned.
• Support billing, reconciliation, and past-due activities when required.
• Maintain organized electronic files and protect confidential information.
• Create or update basic process documentation using Microsoft Word and Excel.
• Follow client-specific workflows, service standards, and escalation procedures.

Qualifications

• At least 1 year of insurance experience in an agency, carrier, brokerage, claims operation, or insurance-support environment; OR
• At least 2 years of relevant experience in a regulated, technical, customer-facing, or document-intensive field such as banking, financial services, mortgage services, healthcare administration, legal services, claims, underwriting support, telemarketing, or a comparable industry.
• Experience reviewing detailed information, processing transactions, and maintaining accurate records.
• Experience following established procedures and detailed written instructions.
• Strong written and verbal English communication skills.
• Experience using email and standard business applications such as Microsoft Outlook, Word, and Excel.
• Experience identifying missing, conflicting, or incomplete information.
• Ability to manage multiple requests, deadlines, and follow-ups.
• Ability to learn technical terminology, systems, and workflows.
• Ability to determine when a task should be completed independently or escalated.
• Ability to handle confidential customer and business information.
• Ability to work independently while collaborating with remote and international teams.
• Willingness to communicate professionally with U.S.-based clients and internal teams.
• Willingness to work U.S.-aligned schedules, including night shifts when required by the assigned client.
• Reliable internet access and a professional remote workspace for home-based assignments.
• Willingness to work onsite.

Preferred Experience

Experience with any of the following is an advantage:

• U.S. Property & Casualty insurance
• Independent insurance agencies
• Personal Lines and/or Commercial Lines
• Quoting and policy servicing
• Renewals and endorsements
• Certificates of Insurance
• Loss runs and claims support
• Billing and past-due activities
• ACORD forms and carrier submissions
• Agency Management Systems
• Carrier portals and comparative rating platforms
• Telemarketing, prospect outreach, appointment setting, or customer follow-up
• Direct communication with U.S.-based clients or customers

Insurance Systems

Experience with any of the following is beneficial:

Applied Epic, AMS360, EZLynx, HawkSoft, QQ Catalyst, Nexsure, PL Rater, Vertafore products, carrier portals, comparative rating platforms, and document-management/workflow systems.