Job Description
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Title: CPT-11530 Commercial Insurance Administrative & COI Processing VA
Independent Contractor – CPT-11530 Commercial Insurance Administrative & COI Processing VA/Business Support VA/Junior-Senior Level (Remote).
Overview
20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.
We are seeking a detail-oriented and reliable Commercial Insurance Administrative & COI Processing VA to provide ongoing administrative support to a U.S.-based insurance operation.
The VA will assist with Certificates of Insurance (COIs), loss control and inspection follow-ups, commercial client and carrier communications, renewal information gathering, shared inbox management, endorsement requests, and agency management system (AMS) data entry.
The ideal candidate has at least 2 years of remote administrative or virtual assistant experience, preferably supporting U.S.-based insurance brokers, agencies, or back-office operations. Experience working with U.S. insurance Agency Management Systems (AMS), particularly Applied Epic, and carrier portals is highly preferred.
This is a long-term, ongoing position for someone who is highly organized, accurate, proactive, and comfortable communicating professionally with U.S. clients and insurance carriers.
The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.
Scope of Services
Contractors will be required to provide services that align with the following client tasks:
1. Certificates of Insurance (COI) Processing Intake & Verification
- Receive COI requests through email, client portals, or phone.
- Review requests and verify active policy status and coverage limits within the agency management system.
- Confirm certificate holder information, names, and addresses for accuracy.
Issuance
- Prepare and issue standard ACORD forms, including:
- ACORD 25 – Certificate of Liability Insurance
- ACORD 28 – Property Insurance
Tracking & Delivery
- Deliver completed certificates to insureds and third-party certificate holders.
- Log all certificate issuances accurately in the agency management system.
- Track special endorsement requests and certificate holder requirements.
- Follow up on outstanding COI-related items as needed.
2. Loss Control & Inspection Recommendations Carrier Follow-Up
- Monitor and track loss control or inspection reports received from commercial insurance carriers.
- Review outstanding recommendations and identify items requiring client action.
Client Outreach
- Contact insureds via email and phone to request outstanding risk-improvement items.
- Request photos, documentation, or other compliance materials required by underwriters.
- Follow up with clients until required documentation is received.
Status Tracking
- Update inspection and loss-control progress in the agency management system.
- Log proof of completion and supporting documentation.
- Notify the appropriate Account Manager when requirements have been satisfied.
3. Insurance Carrier & Client Follow-Ups
- Follow up with commercial insurance carriers and clients regarding missing information and documentation.
- Request signed applications, supplemental forms, audit documents, and other outstanding items.
- Maintain organized follow-up records and ensure pending items are tracked to completion.
4. Renewal Information Gathering
- Proactively contact commercial clients 60–90 days before renewal.
- Request updated information such as:
- Payroll figures
- Sales figures
- Equipment schedules
- Statements of Values (SOVs)
- Other renewal-related documentation
- Track outstanding renewal information and follow up as needed.
- Ensure collected information is accurately documented and routed to the appropriate internal staff.
5. Shared Inbox Management
- Monitor shared commercial service inboxes throughout the workday.
- Review, organize, and triage incoming client requests.
- Respond to routine inquiries when appropriate.
- Identify urgent or sensitive matters and promptly flag them for licensed staff.
- Maintain organized records of requests and follow-ups.
6. Agency Management System & Data Entry
- Maintain accurate and up-to-date client records within the agency management system.
- Update:
- Client contact information
- Locations and location schedules
- Policy information
- Other relevant account details
- Perform accurate data entry and document updates.
- Ensure information is entered consistently and accurately across applicable systems.
7. Endorsement Request Intake
- Receive and review mid-term policy change requests.
- Gather the necessary information and supporting documentation for requests such as:
- Vehicle additions or deletions
- Address changes
- Driver updates
- Other policy changes
- Queue complete requests for internal processing.
- Follow up on missing information before routing requests to the appropriate staff.
Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.
Skills
The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:
- Minimum 2 years of remote administrative or virtual assistant experience.
- Insurance industry experience is highly preferred, particularly experience supporting:
- U.S. insurance brokers
- Insurance agencies
- Commercial insurance operations
- Insurance back-office administrative teams
- Hands-on experience with U.S. Agency Management Systems (AMS) is preferred.
- Experience with Applied Epic is highly preferred.
- Familiarity with major insurance carrier portals is a strong advantage.
- Strong understanding of administrative workflows, documentation, and follow-up processes.
- Excellent written and verbal English communication skills.
- Professional and confident phone and email communication with U.S. clients and carriers.
- Exceptional attention to detail, especially when reviewing policy information, documents, names, addresses, and certificate holder details.
- High level of accuracy in data entry and document processing.
- Ability to manage multiple requests and follow-ups while meeting deadlines.
- Organized, dependable, and proactive.
- Able to work independently while knowing when to escalate issues to licensed staff.
Required Software & Applications: Use the same software and applications currently used by the existing VAs.
- Agency Management System (AMS)
- Applied Epic
- Insurance Carrier Portals
- Email / Shared Service Inbox
- Client Portal
- ACORD Certificate Processing Tools/Systems
- Other systems currently used by the existing VA
Work Schedule
- Contracted Hours per Week: 40 Hours
- Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
- Daily Working Time: 9:00 AM – 5:00 PM EST
Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.
Terms of Engagement
- Contractors will operate under a Master Services Agreement and a Statement of Work
- This is not an offer of employment; contractors are not employees of 20four7VA or any client
- All compensation is processed through 20four7VA according to the terms of the engagement
Role Summary & Requirements
- REQUIRED SERVICE: Business Support
- REQUESTED EXPERIENCE TIER LEVEL: Junior, Senior Level
- Contracted Hours per Week: 40 hours/week
- Daily Working Time: 9:00 AM – 5:00 PM EST
- Scheduled Working Days: Monday-Friday
- REPORTING TO/POC: To Be Determined
- Number of VAs: 1
- GENDER PREFERENCE: None
- LANGUAGES SPOKEN/PREFERENCE: English
- ACCENT PREFERENCE: Level A– (Neutral and Excellent written and communication skills)
- REGION PREFERENCES: Philippines
What we offer
- Competitive rates
- Weekly payments
- Various open roles are available
- Free training and upskilling
- Constant support and guidance
- A vibrant community always ready to support you
- And more!
