Virtual Administrative Coordinator – Agent Onboarding

Jobtailor; Deutschland; Vor Ort; EUR 24.000 - 36.000; Vollzeit

Zusammenfassung

Jobtailor is seeking a proactive assistant to support our insurance agents through the onboarding process. You will manage text-based communications, coordinate exams, licensing, and contracting, and keep detailed records in the CRM.

This role emphasizes organized scheduling, timely follow-ups, and independent work with regular updates to leadership. Prior CRM or applicant tracking experience is a plus, and you’ll quickly learn our internal onboarding workflows.

Qualifikationen

• Excellent written English communication.
• Strong organizational and time-management abilities.
• Comfortable handling multiple conversations simultaneously.
• Detail-oriented with accurate record-keeping.
• Proactive and consistent with follow-up.
• Ability to learn internal onboarding processes and workflows.
• Able to work independently while staying aligned with leadership.
• Experience with CRMs or applicant tracking systems preferred.
• Experience with text-based customer communication.
• Scheduling and calendar management experience.
• Ability to quickly learn new software and internal processes.

Aufgaben

• Manage ongoing communication with prospective and newly recruited insurance agents primarily via text messaging.
• Monitor agents’ progress through the onboarding pipeline, including: Exam scheduling, Exam preparation, Licensing, Contracting.
• Conduct regular follow-ups (typically every 2–3 days) to keep agents engaged and motivated throughout the process.
• Respond to inquiries and provide the appropriate onboarding information based on each agent’s current stage.
• Route qualified prospects to the appropriate next step, including: Scheduling follow-up calls, Sending exam registration information, Initiating contracting paperwork for licensed agents.
• Maintain accurate notes and update all communication records within the company’s CRM database.
• Assist with weekly lead follow-up after Thursday opportunity overview calls.
• Help schedule appointments between interested candidates and leadership when needed.
• Take on additional administrative tasks as the business continues to grow.

Kenntnisse

Written English

Organization

Time management

Multitasking

Attention to detail

Proactive follow-up

Independent work

CRM experience

Scheduling

Learning internal processes

Tools

Applicant Tracking Systems

Jobbeschreibung

Responsibilities

• Manage ongoing communication with prospective and newly recruited insurance agents primarily via text messaging.
• Monitor agents’ progress through the onboarding pipeline, including:
  • Exam scheduling
  • Exam preparation
  • Licensing
  • Contracting
• Conduct regular follow-ups (typically every 2–3 days) to keep agents engaged and motivated throughout the process.
• Respond to inquiries and provide the appropriate onboarding information based on each agent’s current stage.
• Route qualified prospects to the appropriate next step, including:
  • Scheduling follow-up calls
  • Sending exam registration information
  • Initiating contracting paperwork for licensed agents
• Maintain accurate notes and update all communication records within the company’s CRM database.
• Assist with weekly lead follow-up after Thursday opportunity overview calls.
• Help schedule appointments between interested candidates and leadership when needed.
• Take on additional administrative tasks as the business continues to grow.

Requirements

• Excellent written English communication skills.
• Strong organizational and time-management abilities.
• Comfortable managing multiple conversations simultaneously.
• Detail-oriented with accurate record-keeping skills.
• Proactive and consistent with follow-up.
• Comfortable learning internal onboarding processes and workflows.
• Ability to work independently while maintaining regular communication with leadership.
• Previous administrative, virtual assistant, customer support, or client success experience is preferred but not required.
• Experience using CRMs or applicant tracking systems.
• Experience with text-based customer communication.
• Scheduling and calendar management experience.
• Ability to quickly learn new software and internal processes.

Core Competencies

Demonstrates strong written communication skills and organizational abilities while managing multiple onboarding processes for insurance agents. Proficient in CRM usage and maintaining accurate records to support effective follow-up and scheduling.