Insurance Virtual Assistant-Non-Licensed Service Support

Hawkguard Insurance Services is growing, and our service team is the foundation of our success. We are looking for a dependable, organized, and technology-savvy *Virtual Assistant* to support our insurance service and sales teams.

This is a *non-licensed insurance support position*. The role is focused on administrative work, client service support, data entry, carrier follow-up, and helping our licensed team members work more efficiently.

Do you enjoy working in an environment where no two days are exactly the same?

Are you a fast learner who enjoys technology, organization, and solving problems?

Do you take pride in completing tasks accurately and following through until the job is finished?

Most importantly, do you enjoy being part of a team that communicates well and works together toward a common goal?

If so, we would love to hear from you.

Who We Are

At HawkGuard Insurance Services, our mission is simple:

*Guard Life Like a Hawk.”*

We accomplish this by evaluating our clients' needs, educating them about their insurance options, and providing access to industry-leading insurance companies and products.

We focus just as much on the human side of insurance as we do on the policies themselves. At the end of the day, we put people ahead of products.

Our Virtual Assistant plays an important role behind the scenes by helping our licensed team provide an organized, efficient, and outstanding client experience.

Position Overview

The Insurance Virtual Assistant provides administrative support to our Personal Lines, Commercial Lines, Service, and Sales teams.

This position does *not* require an insurance license and does not involve recommending insurance coverage, advising clients regarding insurance products, binding coverage, or performing other activities that require an insurance license.

Instead, you will help our licensed team by gathering information, processing requests, maintaining accurate records, following up on outstanding items, and completing administrative tasks throughout the insurance process.

Job Responsibilities

Responsibilities may include:

• Assisting with personal and commercial insurance policy renewals.
• Gathering information and documents needed by licensed Account Managers and Producers.
• Processing administrative policy service requests.
• Assisting with billing-related questions and directing insurance-specific questions to licensed staff.
• Processing mortgage company and lienholder updates.
• Assisting with third-party requests.
• Requesting and gathering documents from clients.
• Sending applications, forms, policy documents, and other paperwork to clients.
• Following up with clients for signatures, applications, photos, documents, and underwriting requirements.
• Assisting with certificate of insurance requests under the direction of licensed staff.
• Entering information into insurance carrier websites and agency systems.
• Assisting licensed team members with the insurance quoting process by entering client and risk information into approved systems.
• Gathering information necessary for personal and commercial insurance quotes.
• Preparing quote information for review by a licensed Producer or Account Manager.
• Following up with insurance carriers regarding the status of applications, endorsements, inspections, and underwriting requirements.
• Downloading and organizing policy documents.
• Updating client records in our Agency Management System.
• Creating and updating tasks in our workflow management system.
• Maintaining agency spreadsheets, reports, and tracking systems.
• Monitoring outstanding tasks and following up when additional information is needed.
• Assisting the Sales Team with administrative and post-sale activities.
• Assisting the Service Team with day-to-day administrative requests.
• Maintaining accurate documentation of activities and communications.
• Helping ensure tasks are completed accurately and within established agency timelines.

What This Position Does Not Do

Because this is a non-licensed position, the Virtual Assistant will not:

• Recommend insurance coverage or coverage limits.
• Provide insurance advice.
• Explain or interpret insurance coverage for clients.
• Negotiate insurance coverage.
• Sell or solicit insurance.
• Bind insurance coverage.
• Make coverage changes without authorization and direction from licensed agency personnel.

Insurance-related questions requiring a license will be referred to one of our licensed Producers or Account Managers.

Professional Skills Desired

We are looking for someone who is extremely comfortable working on a computer and learning new systems.

The ideal candidate:

• Is highly proficient with computers and online applications.
• Is comfortable working with multiple programs and browser windows throughout the day.
• Has strong Microsoft Office and Google Workspace skills.
• Is comfortable working with Excel and spreadsheets.
• Types quickly and accurately.
• Learns new software and processes quickly.
• Communicates professionally in written and spoken English.
• Has excellent written communication skills.
• Is highly organized.
• Pays close attention to details.
• Can manage multiple tasks and priorities.
• Follows instructions and established procedures.
• Is comfortable working from checklists and workflows.
• Takes ownership of assigned responsibilities.
• Follows through on tasks without requiring constant reminders.
• Is comfortable asking questions when something is unclear.
• Is a problem solver who looks for solutions rather than simply identifying problems.
• Is dependable and consistent.
• Is patient, respectful, trustworthy, friendly, honest, and ethical.
• Works well independently while also being an effective member of a remote team.

Insurance Experience

Previous insurance experience is highly preferred.

Experience with any of the following is especially valuable:

• EZLynx
• Asana
• Google Workspace
• Microsoft Excel
• Travelers
• Mercury Insurance
• Progressive
• Stillwater
• California FAIR Plan
• Bamboo Insurance

*Orion 180
*Solara
*Aegis
*Foremost
*American Modern
*Steadily
*Obie
*Geovera

• Personal Lines insurance
• Commercial Lines insurance
• Insurance carrier websites and agency management systems

Remote Work Expectations

Because this is a virtual position, the successful candidate must be able to work independently while maintaining strong communication with the rest of the HawkGuard team.

You should be comfortable:

• Working remotely throughout the workday.
• Communicating regularly through email , phone, messaging, and video meetings.
• Following structured workflows and procedures.
• Keeping your tasks and assignments organized.
• Managing your time effectively.
• Being available and responsive during scheduled working hours.
• Working in a professional and distraction-free environment.

*For serious consideration please do the following:
Use at least 10AP points to apply
Send ---------- a video as to why you are the best candidate for the job. Please include your past experience in insurance, carrier familiarity and why you are intereted in the position.

Thank you!