Administrative Assistant – Commercial Insurance

DOXA Talent; Colombia; Remote; COP 97,264,000 - 129,685,000; Full time

Job summary

DOXA Talent invites applications for an Administrative Assistant – Commercial Insurance Operations to support a US-based agency from Colombia. The role focuses on client service, renewals, and back-office data entry within a multinational team.

The candidate will manage certificates of insurance, gather renewal information, verify invoices, and assist with marketing follow-ups while adhering to deadlines and service standards. Strong organization and proactive communication are essential.

Qualifications

• Bachelor’s degree in admin, business, insurance or related field.
• 2+ years of admin support, client service, or insurance operations experience.

Responsibilities

• Handle routine client service requests and certificates of insurance.
• Track commercial renewal dates and follow-ups.
• Maintain accurate records in agency systems and spreadsheets.
• Perform marketing follow-ups and CRM reminders.
• Follow established workflows and stay ahead of deadlines.

Skills

CRM systems

Agency management

Email

Spreadsheets

Cloud tools

Data entry

Organizational skills

Follow-up

Education

Bachelor’s degree

Tools

CRM software

Job description

At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.

What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.

The Role:

We’re seeking a proactive and detail-oriented Administrative Assistant – Commercial Insurance Operations to support day-to-day client service and back-office operations for a U.S.-based commercial insurance agency.

You’ll play a key role in managing client service requests, tracking policy renewals, maintaining accurate records, verifying billing information, and supporting marketing follow-ups. This position requires someone highly organized, responsive, and capable of managing recurring tasks independently while ensuring deadlines and workflows are consistently met.

Location: Must be in Colombia – Remote.

Environment: Colombian and International Teams.

Language: Advanced English (B2+ - C1).

Timezone: Monday to Friday – 9:00 AM to 6:00 PM EST.

Contract: Non-fixed Term Colombian Contract.

Requirements:

• Education: Bachelor’s Degree or or relevant administrative, business, insurance, or related studies.
• Experience: 2+ years of experience in administrative support, client service, insurance operations, or related roles, with prior exposure to commercial insurance operations.
• Skills: Basic understanding of commercial insurance renewals and servicing workflows; proficiency in CRM or agency management systems, email, spreadsheets, and cloud-based tools; strong data entry, organizational, and follow-up skills.
• Characteristics: Proactive, detail-oriented, organized, responsive, accountable, and able to work independently with minimal supervision. Good judgment when identifying matters that require escalation to licensed insurance professionals.

Responsibilities:

Commercial Client Service Support:

• Handle routine client service requests, certificates of insurance, documentation needs, and status follow-up.
• Escalate coverage questions, complex endorsements, and licensed insurance matters to the appropriate team member.

Renewal Tracking & Remarketing:

• Track commercial renewal dates, deadlines, open items, and follow-ups.
• Gather client, exposure, and policy information for renewal submissions.
• Track carrier responses, quotes, underwriting requests, and remarketing status.

Data Entry & Systems:

• Update client, policy, renewal, certificate, and activity information in agency systems, CRM platforms, and spreadsheets.
• Maintain accurate, organized, and current records.
• Verify invoices, premium records, payment information, and related accounting items against source documents.
• Flag discrepancies for review and follow-up.

Marketing & Follow-Up:

• Complete approved follow-up with prospects, clients, and referral opportunities.
• Keep CRM reminders, tasks, and follow-up activity current.

Process & Task Ownership:

• Follow established workflows, checklists, and service procedures.
• Stay ahead of renewals, deadlines, and open tasks without frequent reminders or micromanagement.