Hiring: Full-Time Bilingual Insurance Executive Assistant- Remote
Schedule:
Full-time; 9:00 AM 6:00 EST
Qualifications:
Must-Haves:
Bilingual Fluency (Spanish & English) Fluent spoken and written Spanish and English to serve Spanish-speaking small business owners and contractors.
Commercial Insurance Experience Ideally 25 years as an Insurance CSR, Administrative Assistant, or VA in US commercial insurance, with working knowledge of coverage limits, certificates, quoting, and renewals.
Warm Phone Demeanor Friendly, patient, and personable on the phoneespecially when calling clients about upcoming or overdue payments.
Strong Written Communication Clear, professional English email communication and the ability to manage a high-volume inbox.
Fast, Process-Oriented Learner Picks up workflows quickly through visual, step-by-step demonstrations and executes repetitive tasks consistently and accurately.
Uncompromising Integrity Honest, transparent, and quick to raise a hand when a mistake happens so it can be fixed together.
Nice-to-Haves:
Printer & Scanner (Highly Preferred) Useful for printing carrier supplemental forms, scanning signed waivers and agreements, and re-uploading them to carrier portals.
AMS & Carrier Portal Experience Familiarity with an agency management system and US carrier/wholesaler quoting portals.
Comfort with AI Tools Openness to using AI tools to work smarter and faster.
Your responsibilities include:
Client Intake & Application Quoting
Receive scanned client intake forms via email and verify that all details are complete
Create and update client records in the agency management system
Enter application details into commercial carrier and wholesaler quoting portals to generate premium quotes
Call clients on complex or high-risk applications to gather missing operational details for underwriting
Process carrier supplemental questionnairescollect answers from clients, complete forms digitally or by hand, and upload them back to portals




Monitor quoting progress and notify the agency owner as soon as a quote is finalized so she can present it to the client
Policy Binding, Financing & Invoicing
Complete the binding workflow with carriers once the client has signed and approved payment
Prepare finance agreements and track check deposits and clearance before disbursing payments to the finance company
Issue digital invoices and send payment links via email or text through the agency's new finance platform
Support the transition of existing policyholders from the legacy finance system to the new digital platform
Pending Cancellations & Payment Reminder Calls
Start each morning by pulling pending cancellation reports from carrier and finance portals
Make friendly outbound reminder calls to clients with payments due (typically 23 per day)
Help clients make payments by phone or guide them through digital payment links to prevent policy lapses
Certificates of Insurance & Workers' Comp Waivers
Issue Certificates of Liability Insurance for homeowners, general contractors, and commercial clients
Prepare 3-part building permit certificate packages (General Liability, Workers' Compensation, and Disability)
Add Additional Insured endorsements as required by project specifications or municipal codes
Generate Workers' Comp waivers through state or carrier portals and send them to clients for signature
Policy Renewals & Carrier Shopping
Track upcoming renewals 6 weeks before expiration, alert the agency owner, and re-engage clients
Re-quote expiring policies from a discontinued wholesaler and shop them across alternative carriers to secure replacement coverage
Inbox Management & Bilingual Call Handling
Own the agency's primary shared Gmail inboxfilter, categorize, and clear it daily
Respond to routine client inquiries directly and escalate owner-level items
Handle forwarded office and mobile calls with warm customer service in English and Spanish
Route appointment and meeting requests to the front-desk assistant who manages the owner's calendar
Keep in daily contact with the agency owner via phone, text, or video call
Benefits:
Health insurance
Pay raise
Work from home

📌 BILINGUAL INSURANCE EXECUTIVE ASSISTANT (Ciudad de México)
🏢 Hubstaff
📍 Ciudad de México