Insurance Admin Specialist - MH

Hiring: Full-time Insurance Admin Specialist - Remote - $9,600 - $13,200/yr

🚀 About the Client 🚀

🏗 Commercial Insurance Experts – Serving contractors and small businesses with high-volume COIs, renewals, and policy servicing.
📊 Wide Range of Services – Offering contractor insurance solutions including general liability, workers’ compensation, commercial auto, builders risk, bonds, and small-business packages.
📨 High-Volume Operations – Agency-wide shared inboxes, 13 agents supported, and consistent incoming COIs and policy documents.
🤝 Integrity-Led Culture – Built on honesty, accountability, and always doing the job correctly.
👨‍👩‍👧 Family-Oriented Team – A leadership ethos that values trust, communication, and taking care of their people.

🌟 About WeAssist 💡

🌍 Led by a Founder Who Cares – Reef Colman built WeAssist to empower individuals and create meaningful opportunities that support families.
⚡ Fast & Purposeful Recruiting – We move quickly but prioritize long-term fit, stability, and growth over just filling roles.
🌎 Connecting Global Talent – With 100+ outsourced professionals and growing, we link top talent worldwide with thriving US businesses.
❤️ Giving Back Matters – From building schools to feeding the homeless, we believe true success means making a difference.
🤝 An Inclusive & Thriving Culture – Your skills and unique gifts matter. We create an environment where outsourced professionals don’t just work—they grow.

⚒️ Key Responsibilities of the Insurance Admin Specialist 📝

🧾 Certificate of Insurance (COI) Management

📂 Policy Department – Data Entry & Document Handling

📞 Basic Customer Service & Policy Changes

📬 Operational Communication

Additional Information:
Review this Doc first!

How to Prepare for the Recruiting Process - 

• https://docs.google.com/document/d/1tCWNqlU4gNG4nQaEeo5iSKNB8A8X7xAlVCMDvZwkdDk/edit?tab=t.0#heading=h.gt6n5ybw2ujb 

📢 Why Are They Hiring an Insurance Admin Specialist?
The agency is bringing on two Insurance Admin Specialists to strengthen the backbone of their commercial servicing operations. With a heavy contractor book, high COI traffic, and an increasing volume of new policies, they need dependable specialists who thrive in structured workflows, catch details others miss, and ensure agency-wide accuracy. Your mission is to own three core functions—COI processing, policy data verification, and simple service requests—so the team can operate efficiently and confidently. 

If you enjoy predictable work, clean systems, and being the person others rely on for accuracy, this role is a perfect fit. 🚀 

✅ Qualifications:

• Must-Haves:
  • 🏢 Commercial insurance background—non-negotiable and essential.
  • 📊 High accuracy in data entry with strong error-spotting ability.
  • ⚡ Fast and efficient workflow execution under time pressure.
  • 🔍 Meticulous attention to detail for policy reviews and COI accuracy.
  • 💬 Clear communication skills (especially for reporting discrepancies).
  • 🤝 Integrity-driven team player with honesty at the core.
• Nice-to-Haves:
  • 💻 Experience with Momentum (formerly Nowerts) or any commercial insurance platform (AMS).

Responsibilities of the Insurance Admin Specialist:

Your responsibilities include:

• 🧾 Certificate of Insurance (COI) Management
  • Issue 40–60 COIs per day across the entire agency; support up to 200+ on high-volume days
  • Process COI renewals (“one-click” renewals already in the system).
  • Send new or updated proof of insurance once the master certificate is completed
  • Batch-send renewal COIs when updated Excel lists are received
  • Identify and attach required endorsements (e.g., blanket AI, primary waiver)
  • Apply correct legal wording—working closely with Operations for review during the early training phase
  • Perform related data entry for all certificates

• 📂 Policy Department – Data Entry & Document Handling
  • Cross-check policy binders for dates, limits, carriers, coverages, and accuracy
  • Compare policy documents received from agents against data entered into the AMS
  • Notify agents of discrepancies—serving as the “second set of eyes,” never altering carrier data
  • Update policy numbers and attach full policy documents into the AMS
  • Create master certificate templates
  • Separate and attach endorsements within the system
  • Send full policy documents and proof of insurance to insureds

• 📞 Basic Customer Service & Policy Changes
  • (Only simple requests—no coverage changes)
  • Process auto changes (add/delete vehicles or drivers).
  • Process address changes (mailing/physical).
  • Request and relay loss runs.
  • Notify carriers of change requests and update AMS once endorsements arrive.
  • Send endorsements to insureds and CC the agent of record.
  • Manage requests coming via email or internal task system.

• 📬 Operational Communication
  • Maintain open communication with Operations—report issues, ask questions, and share discrepancies promptly
  • Work out of shared inboxes (policy inbox & certificate inbox)

🏡 Want to Know More About the Client?
Our client is a long-standing, independent insurance agency serving contractors and small businesses across California. Founded in the late 90s, they’ve grown into a trusted partner for tradespeople who rely on fast, accurate, and compliant insurance support. They provide contractor policies such as general liability, workers' compensation, bonds, commercial auto, and small-business packages—supported by online quote systems and client portals for a streamlined experience.

With a strong reputation, a growing client base, and a dedicated in-house leadership team, they’re building a more reliable, integrity-driven offshore operations team. This is a chance to join a company that values honesty, precision, and long-term partnership—where your work directly strengthens the agency’s service excellence. 🌟

Culture and Core Values:

The team believes in working with integrity, owning your responsibilities, and communicating openly—especially in an industry where accuracy has legal implications. They value individuals who show up consistently, take pride in precision, and contribute to a smooth-running agency.
Here’s what matters most to them:

• 🛡 Integrity in Every Detail – Accuracy protects clients and the agency.
• 🗣 Honesty Always – Speak up, share issues, and never hide mistakes.
• 🧩 Know Your Role, Own Your Work – Excellence comes from mastery and consistency.

This is a team where quality matters, reliability is respected, and your work truly makes a difference. 💯
What’s in it for you? 

Joining this client means not just filling a role but embarking on a personal development journey. The growth potential is substantial, with opportunities to:

• 🏡 Fully Remote Role – No commute, stable schedule, and consistent workflow you can rely on.
• 📘 Predictable, Process-Driven Work – Ideal for detail-oriented professionals who perform best with clear systems.
• 🌱 Long-Term Stability – Join a well-established agency with decades of service and steady commercial demand.
• 💬 No Micromanagement – They trust people who do their job well; accuracy and integrity are the focus.
• 🎯 Clear Career Path – Become fully cross-trained in COIs and Policy Data Entry, increasing your value and future opportunities within the agency.
• 🎓 Structured Training Program – Learn using PDFs, Scribe videos, and step-by-step workflows for clarity and confidence.
• 📚 Specialized Insurance Skill Development – Build expertise in endorsements, COIs, commercial lines, and AMS workflows.
• 🤝 Direct Access to a Supportive Operations Leader – Get real-time feedback, guidance, and open communication with Operations.

Your next big opportunity starts here—ready to take the leap? 🚀

Perks:

• 13th Month Bonus (Wild right?! 🤯)
• Permanent work-from-home / remote set-up 🌴
• Health insurance 👨‍⚕️
• Dental insurance 🪥
• Mental health insurance 🧠
• Great starting salary 💰
• Growth opportunity 📈
• Performance-based raises 💸
• Prizes and bonuses 🏆

Specifics:

• Time 
  • Full-time; PST Timezone 
    • Available shifts: 
      • 9am to 6pm PST (1am to 10am MNL)
      • 1pm to 10pm PST (5am to 2pm MNL)
  • This is a remote position so you can have the freedom to work from anywhere

• Miscellaneous
  • Attire - business casual when in meetings
  • Professional setup (Pains me I actually need to write this down… 👀)
    • Clean background
    • Good camera
    • Good microphone 
    • Strong wifi

• Tech Stack
  • Momentum or any insurance AMS platform (nice-to-have)
  • Microsoft Outlook & Calendar
  • RingCentral (team chat)
  • Zoom
    
• Compensation
  • Fixed Rate $9,600 - $13,200/yr