Administrative Coordinator - Insurance Agency

We are a growing insurance agency looking for a highly organized, dependable, and proactive Administrative Coordinator to become an important part of our team.

This is not a basic data-entry or virtual assistant position. We are looking for someone who takes ownership of their work, communicates professionally with clients, pays close attention to details, and can manage multiple responsibilities without needing constant supervision.

We are looking for someone interested in becoming a long-ter ---------- mber of our team, not someone looking for a temporary position.

Previous insurance experience is highly preferred, but candidates with strong transferable experience and the ability to learn quickly are encouraged to apply.

Key Responsibilities
Client Service & Insurance Administration
Serve as a primary point of contact for clients and provide professional, friendly, and timely service by phone, email, text, and online inquiries.
Schedule, confirm, and reschedule client appointments.
Welcome and onboard new clients and provide application, policy, and renewal status updates.
Assist with routine policy servicing, including ID cards, contact information changes, PCP changes, carrier portal registration, and general policy questions.
Manage Covered California support cases and assist with Medicare, Individual & Family, Small Group, Life Insurance, and other client service needs.
Communicate directly with insurance carriers regarding claims, billing, premiums, reinstatements, policy issues, and other

service requests.
Research and resolve client issues, following each request through completion.
Monitor policy effective dates, renewals, annual reviews, ID card issuance, late payments, and pending cancellations.
Maintain accurate CRM records and document all client and carrier communications.
Accounting, Commissions & Administrative Support
Download and reconcile insurance carrier commission statements.
Investigate missing commissions, chargebacks, and payment discrepancies.
Track carrier payments and production reports.
Assist with bookkeeping, Excel spreadsheets, reporting, and other administrative tasks.

Marketing & Social Media
Help maintain the agency's presence across Facebook, Instagram, LinkedIn, Google Business Profile, and other platforms.
Create and schedule professional social media content using Canva and AI tools such as ChatGPT and Claude.
Create basic graphics, flyers, event announcements, and promotional materials.
Maintain a monthly content calendar and assist with newsletters and email marketing campaigns.
Monitor social media messages and comments and route potential client inquiries appropriately.
Help promote seminars, workshops, community events, and networking activities.
Update website content, blogs, and online business listings as needed.
Track marketing performance and suggest opportunities for improvement.
Qualifications

Required:
Available to work from 8:00am - 5:00pm (US Pacific Standard Time)
Previous administrative and/or customer service experience
Accounting or bookkeeping experience
Strong Microsoft Office skills, particularly Excel
Excellent written and verbal English communication
Strong organizational, analytical, and problem-solving skills
Ability to multitask, prioritize, and work independently

Preferred:
Previous U.S. health insurance or insurance agency experience
Knowledge of Medicare, Medicare Advantage, Medicare Supplement, Prescription Drug Plans, Covered California, Individual & Family Plans, Small Group Health Insurance, and/or Life Insurance
Experience with AgencyBloc, GoHighLevel, Calendly, or similar CRM/scheduling systems
Experience with Canva, ChatGPT, Claude, social media management, or digital marketing
Bilingual English/Spanish is a strong plus

Remote Work Requirements:
Reliable high-speed internet of at least 100 Mbps download / 20 Mbps upload
Reliable back up plan for power interruptions
Modern, reliable computer with 16 GB RAM preferred
Dual-monitor setup required
Professional headset with microphone and webcam
Quiet, dedicated workspace suitable for client phone calls

How to Apply
Please submit your application with:
A brief introduction about yourself and why you believe you would be a good fit for this position.
A description of your previous administrative, customer service, bookkeeping/accounting, and insurance experience.
Which of the following you have previously used: Excel, Canva, ChatGPT, Claude, Calendly, AgencyBloc, GoHighLevel, or similar systems.
Your desired monthly salary in PHP.
Your availability and preferred working hours.

Attention to detail test: At the very beginning of your application, please write the words “Client First.”
Applications that do not include this phrase may not be considered.

Video Introduction
Please include a 1–2 minute video introduction with your application. This does not need to be professionally produced—we simply want to get to know you and hear how you communicate.

In your video, please:
Briefly introduce yourself.
Tell us why you are interested in this position and what makes you a good fit for the role.
If you speak Spanish, please also tell us briefly about yourself in Spanish.

Please speak naturally and do not use AI-generated or altered audio/video. We're not looking for a perfect presentation—we want to see your natural communication style and hear how you would sound when interacting with clients.

We look forward to hearing from you!