Commercial Insurance Administrative, COI Processing

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

📋 Description

• Receive, review, verify, prepare, issue, track, and deliver Certificates of Insurance utilizing ACORD 25 and ACORD 28 forms.

• Confirm active policy status, coverage limits, certificate holder details, names, and addresses in the agency management system.

• Monitor special endorsement requests and pending COI-related items.

• Oversee loss control and inspection reports from commercial insurance carriers.

• Reach out to insured clients for photos, documentation, and other materials related to risk improvement or compliance.

• Update inspection and loss-control progress, proof of completion, and supporting documentation in the agency management system.

• Inform Account Managers when requirements have been fulfilled.

• Follow up with commercial insurance carriers and clients about missing information and documentation.

• Request signed applications, supplemental forms, audit documents, and other pending items.

• Contact commercial clients 60–90 days prior to renewal to collect payroll, sales, equipment schedules, Statements of Values, and other renewal documentation.

• Monitor, organize, triage, and respond to requests in the shared commercial service inbox.

• Identify urgent or sensitive issues and escalate them to licensed staff.

• Maintain accurate client records, including contact information, locations, policy information, and other account details in the agency management system.

• Receive and review mid-term policy change requests, gather supporting documentation, and prepare complete requests for internal processing.

• Work independently under a Master Services Agreement and Statement of Work while adhering to agreed timelines, guidelines, and deliverables.

• Support U.S.-based insurance operations and enhance client business efficiency, service delivery, and operational functions.

⛳️ Requirements

• A minimum of 2 years of remote administrative or virtual assistant experience.

• Experience in the insurance industry is highly preferred, especially supporting U.S. insurance brokers, agencies, commercial insurance operations, or back-office administrative teams.

• Practical experience with U.S. Agency Management Systems (AMS) is preferred.

• Experience with Applied Epic is highly favored.

• Familiarity with major insurance carrier portals is a significant advantage.

• Strong understanding of administrative workflows, documentation, and follow-up processes.

• Excellent written and verbal communication skills in English.

• Professional and confident communication via phone and email with U.S. clients and carriers.

• Exceptional attention to detail in reviewing policy information, documents, names, addresses, and certificate holder details.

• High level of accuracy in data entry and document processing.

• Ability to manage multiple requests and follow-ups while meeting deadlines.

• Organized, reliable, and proactive.

• Capable of working independently while knowing when to escalate issues to licensed staff.

• Proficient with Agency Management Systems (AMS), Applied Epic, insurance carrier portals, email/shared service inboxes, client portals, and ACORD certificate processing tools/systems.

• Availability for 40 hours per week, Monday through Friday, typically from 9:00 AM to 5:00 PM EST.

• Proficiency in English is required.

• Preference for candidates located in the Philippines.

• Neutral accent preference (Level A–).

🏝️ Benefits

• Competitive rates.

• Weekly payments.

• A variety of open roles are available.

• Free training and upskilling opportunities.

• Continuous support and guidance.

• A vibrant community always ready to assist you.

• Long-term, ongoing position.

• 40 contracted hours per week.

• Remote work arrangement.