Administrative Assistant - Commercial Insurance (Colombia)

DOXA Talent, Inc.; Colombia; Remote; COP 18,000,000 - 30,000,000; Full time

Job summary

DOXA is seeking a Junior Virtual Assistant for Commercial Insurance Operations to support day-to-day client service and back-office tasks for a U.S.-based agency. The role requires strong organization, English proficiency, and the ability to manage recurring tasks with minimal supervision from Colombia.

You will handle client service requests, renewals tracking, data entry, and follow-ups while coordinating with Colombian/International teams. The position is remote with standard EST hours.

Qualifications

• Bachelor’s Degree or related studies.
• 2+ years in administrative support, client service, or insurance operations.
• Proactive, organized, and able to work with minimal supervision.

Responsibilities

• Handle routine client service requests and documentation needs.
• Track renewal dates, deadlines, and follow-ups.
• Update records in agency systems and spreadsheets; verify invoices.
• Support marketing follow-ups and CRM reminders.

Skills

Proactive

Detail-oriented

Organized

Independent work

Customer service mindset

Education

Bachelor’s Degree or related studies

Tools

CRM systems

Spreadsheets

Cloud-based tools

Email management

Job description

Colombia

Full Time Administrative Assistant - Commercial Insurance (Colombia)

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 Junior Virtual 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 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.