Administrative Assistant

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Deliver daily administrative assistance to accounting, finance, insurance, claims, underwriting, billing, and operations teams.

• Oversee calendars, arrange meetings, coordinate appointments, and send reminders.

• Create agendas, meeting materials, notes, action items, correspondence, and follow-up communications.

• Monitor shared inboxes, direct inquiries, respond to routine requests, and escalate issues as necessary.

• Draft, format, proofread, and distribute business documents.

• Organize and uphold records related to insurance policies, billing, claims, underwriting, customers, carriers, and vendors.

• Enter and update data regarding insurance, invoices, payments, customers, vendors, and expenses in various systems and spreadsheets.

• Review forms, policy documents, endorsements, certificates, invoices, claims documentation, and other records to ensure completeness and accuracy.

• Track renewals, documentation requests, claims updates, payment status, outstanding items, and deadlines.

• Assist with invoice approvals, payment schedules, customer statements, vendor correspondence, reconciliations, audit requests, and financial documentation.

• Generate regular administrative reports, tracking logs, status updates, activity summaries, and management reports.

• Maintain both electronic and physical filing systems, including naming conventions, folder structures, indexing, and version control.

• Communicate professionally with customers, policyholders, vendors, carriers, insurance professionals, and internal departments.

• Safeguard confidential information and adhere to approval workflows, access controls, document retention requirements, and compliance procedures.

• Identify missing information, processing errors, duplicate records, control issues, and opportunities for process improvement.

• Execute other administrative, insurance, accounting, and operational tasks as assigned.

⛳️ Requirements

• Associate degree or bachelor's degree in Business Administration, Accounting, Finance, Insurance, Office Administration, or a related field.

• 1+ year of experience in administrative support, office administration, customer service, insurance, accounting, finance, or a related role.

• Proficient in Microsoft Office, including Excel, Word, Outlook, and Teams or similar collaboration tools.

• Strong skills in data entry, document management, scheduling, organization, and time management.

• Capability to review information meticulously and maintain accurate records across multiple systems and files.

• Basic knowledge of invoices, expense reports, payment requests, accounts payable, accounts receivable, or financial documentation.

• Ability to juggle multiple priorities, meet deadlines, and adhere to established procedures.

• Excellent English communication skills, both written and verbal.

• Professional skills in telephone, email, and customer service interactions.

• Capacity to manage confidential information with discretion and professionalism.

• Reliable internet connection and a suitable home office environment.

• Ability to collaborate effectively with remote or international teams.

🏝️ Benefits

• Competitive compensation.

• Opportunities for professional development and career advancement.

• Supportive, international work environment.

• Exposure to cross-functional teams and industry professionals.

• Practical experience in office administration, insurance processes, accounting support, data management, customer service, and business operations.