Virtual Assistant | 59964907122

Job Description: Virtual Assistant & Digital Receptionist

Search: LatAm & SA

Comp: Market Related

Hours 8:30am-5:30pm PST

About US

We are  an industry-leading, tech-forward insurance brokerage specializing in the entertainment, sports, and recreation sectors. We are famous for our "Instant Insurance" digital platform, which allows clients to secure coverage for film productions, events, and high-end equipment in a matter of minutes.

Because we operate at the intersection of technology and entertainment, we are looking for a Virtual Assistant & Receptionist who is tech-savvy, highly organized, and capable of providing a "white-glove" experience to our diverse global clientele.

The Role

You will be the digital "front door" of our agency. This role is a blend of traditional administrative support and digital operations. You will manage high-volume inquiries via phone, email, and live chat, ensuring that every client is routed to the right specialist or assisted with our online platform. This position is ideal for someone who thrives in a fast-paced environment and enjoys the "triage" of managing multiple tasks simultaneously.Key Responsibilities

1. Front-Line Communication & Triage

• Digital Reception: Act as the first point of contact for all incoming calls and web inquiries. Maintain a professional, helpful, and energetic tone that reflects our brand.
• Inquiry Management: Triage emails and live chat messages, answering basic questions about our "Instant Insurance" products and routing complex technical insurance questions to the appropriate broker.
• Scheduling: Coordinate and manage calendars for the leadership and sales teams, ensuring seamless hand-offs for high-value client consultations.

2. Administrative & Operational Support

• Client Onboarding: Assist clients in navigating our online application portal, troubleshooting basic login or form-submission issues.
• Document Processing: Collect and organize client documents (contracts, ID verification, etc.) and upload them into our Agency Management System (AMS).
• Data Entry: Maintain the integrity of our CRM by updating client contact info, policy status, and interaction notes with 100% accuracy.
• Mail & Correspondence: Manage digital mail, sort incoming carrier notifications, and send out automated policy renewal reminders.

Required Qualifications

• Experience: 3+ years of experience as a Virtual Assistant, Receptionist, or Administrative Assistant. Previous experience in Insurance, Legal, or Real Estate is a significant plus.
• Tech-Savvy: You must be highly comfortable with digital tools. We use a variety of platforms including Google Workspace, Slack, Zoom, and proprietary insurance software.
• Communication: Exceptional verbal and written English skills. You must be able to communicate clearly with everyone from independent filmmakers to corporate executives.
• The "Multi-Tasker" Mindset: Ability to manage a busy phone line while simultaneously responding to live chat and managing an inbox.
• Problem-Solving: A proactive approach to helping clients who may be struggling with our digital platform.

Personal Attributes

• High Reliability: As a remote role, we need someone who is punctual, disciplined, and maintains a consistent presence during business hours.
• Attention to Detail: You catch the small things—a misspelled name, a missing attachment, or a mismatched phone number.

Why Join Us?

• Innovative Environment: Work for a company that is changing how insurance is bought and sold.
• Dynamic Industry: Engage with the exciting worlds of film, sports, and events.
• Stability & Growth: We are an established, growing firm that values long-term team members and offers a collaborative remote culture.