Insurance Admin Assistant

Hiring: Full-time Insurance Admin Assistant - Remote - $9,600 - $14,400/yr

About the Client

Independent Insurance Agency – Offers tailored life insurance through top carriers with a client-first approach.
Smooth, Start-to-Finish Process – Guides clients through every step, from application to approval.
Life, Disability & Annuities – Specializes in custom insurance solutions that support long-term financial goals.
High Standards, No Hand-Holding – Fast-paced, detail-focused, and built on trust—not micromanagement.
Clear, Honest Communication – Values transparency, accountability, and proactive follow-through.

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 Assistant

Client Workflow & Application Tracking

Lead Intake & CRM Management

Relationship & Communication Management

Ad Hoc Operational Support

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 Assistant?

Our client is hiring a full-time Insurance Admin Assistant to help them scale operations without compromising quality, care, or client experience. As the business grows, so do the moving pieces—from managing client communications to tracking policy approvals and coordinating with underwriters. They need someone who can confidently take ownership of the backend, keep the engine running smoothly, and free up the founder to focus on strategy, growth, and high-touch relationships. This role is all about becoming the operational brain behind a mission-driven insurance business.

If you're someone who thrives on structure, loves creating clarity from chaos, and takes pride in doing things right the first time—this is for you

Qualifications:

• Exceptional Attention to Detail – You catch the small stuff others miss—typos, inconsistencies, and gaps in process.
• Strong Language & Proofreading Skills – Clear, professional communication and error-free writing are second nature to you.
• Critical Thinker & Problem Solver – You don't just follow checklists—you improve them. You take initiative, troubleshoot without hand-holding, and streamline as you go.
• Insurance Industry Familiarity – You understand the flow of life insurance processes and can speak the language of applications, underwriting, and approvals.

Responsibilities of the Insurance Admin Assistant:

Your responsibilities include:

• Client Workflow & Application Tracking
  • You'll guide each client through the insurance process from submission to approval—ensuring nothing falls through the cracks
  • Monitor the full lifecycle of client applications, from submission to final policy activation
  • Send timely reminders to clients for required steps, such as completing health questionnaires and scheduling medical exams
  • Respond quickly to underwriter requests by gathering necessary documentation or clarifying health-related questions from clients
  • Proactively update clients on their application status with weekly check-ins—no client should feel in the dark
  • Manage the shared support inbox, ensuring all inquiries are addressed
  • Notify clients when their policy is approved, guide them to formally accept it, and send a follow-up when it becomes active
  • Coordinate between clients and the back office to ensure smooth application flow and compliance with insurance provider requests
  • Lead Intake & CRM Management
    • Keeping the CRM organized and client records accurate and up to date
    • Accurately input and update all relevant client data into the CRM (ActiveCampaign), including personal and medical information such as height, weight, and medications
    • Maintain precise lead status tracking to reflect where each client is in the pipeline
    • Ensure all interactions, updates, and milestones are properly logged in the CRM or internal tracking systems.
      • Note: This role does not involve lead generation—your focus is on backend organization and meticulous data management
    • Relationship & Communication Management
      • You'll be the bridge between clients, underwriters, and the internal team—ensuring every touchpoint builds trust and clarity
      • Maintain client relationships through empathetic, timely, and professional communication
      • Handle all follow-ups with warmth and consistency—so clients feel cared for and never have to ask for updates
      • Ensure clear communication across all stakeholders, including underwriters and internal team members, to keep processes flowing
      • Ad Hoc Operational Support
        • You'll jump in where needed and proactively spot areas to improve
        • Answer incoming lead calls (2–3 times per week when the founder is unavailable), gather relevant information, and ask health-related intake questions; ensure clients know what to expect next
        • Manage delegated email tasks—responding or taking action on items forwarded by the founder
        • Identify and resolve operational inefficiencies—whether it's fixing a broken process, creating a checklist, or suggesting a better tool—without needing to be asked

Want to Know More About the Client?
Our client is a high-touch, independent insurance agency helping clients protect their future with clarity, care, and precision. With access to nearly all major carriers, they deliver tailored policies that align with each client's unique life goals and health profile. They specialize in life insurance, disability insurance, and annuities, tailoring solutions to help clients meet their financial objectives. Their mission? To remove the friction from the insurance journey and make life coverage feel human, trustworthy, and efficient.

Led by a sharp, mission-driven founder, the team is laser-focused on excellence, ethics, and long-term client relationships. Every policy is a promise—they make sure it's honored with integrity.

Culture and Core Values:

This is a no-fluff, high-accountability environment where follow-through, trust, and thinking ahead are non-negotiable. If you thrive in a culture of direct feedback, high standards, and zero micromanagement—you'll fit right in.
Here's what matters most to them:

• Trust is Everything – Clients and leadership need to know you've got it handled.
• Radical Honesty – Mistakes happen—own them, fix them, grow from them.
• Sleep-Well Ethics – Always choose the option you can feel proud of at night.
• Think Critically, Act Proactively – Don't wait to be told—spot the issue and solve it.
• Precision in the Details – Accuracy and thoroughness are non-negotiable.

We're not looking for a task-taker. We're building a team of proactive problem-solvers with long-term vision

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:

• Growth Opportunity – Prove yourself, and there's potential for raises, bonuses, and long-term stability.
• Direct Access to the Founder – Work side-by-side with a driven, transparent, and ethical business owner.
• Tool Access – Use top-tier platforms like ActiveCampaign, ClickUp, and GSuite to streamline your work.
• Mission-Driven Work – Help clients secure peace of mind while contributing to a values-based business.
• Your Ideas Matter – Bring your brain, not just your hands—process improvement is encouraged.
• Long-Term Stability – This isn't a stepping stone—it's a career path for someone who wants to grow

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; 10 AM - 7 PM EST Timezone
  • 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
      • CRM Software:
        • ActiveCampaign (Highly Preferred)
        • Salesforce
        • Pipedrive
      • G-Suite
      • WhatsApp
        
    • Compensation
      • Fixed Rate $9,600 - $14,400/yr
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