Skip to content

KEEP YOUR JOBS ON SCHEDULE WITH AN OFFSHORE ADMINISTRATIVE ASSISTANT

Free your team from scheduling, invoicing, and paperwork, keep jobs moving on time, and give your tradespeople more time on the tools with a dedicated offshore Administrative Assistant in the Philippines.

Scale Your Broking Capacity with an

Offshore Broking Assistant

Free your onshore brokers from routine administration, protect profit margins, and deliver faster client service with dedicated offshore professionals in the Philippines.
300+
Businesses Helped
1k+
Skilled Professionals
20 days
Avg time to hire
97%
Staff Retention
THE BUSINESS CHALLENGE

Solving broking capacity

bottlenecks

Insurance and mortgage brokers face constant pressure to grow portfolios while maintaining strict compliance and service standards. However, senior onshore brokers often spend up to 40% of their working hours on administrative back-office tasks rather than advising clients and closing new business.

Common bottlenecks include:

rising-costs

Margins under pressure?

High onshore labor costs making administrative hiring unsustainable

team-burnout

Core team stretched thin?

Onshore broker burnout caused by repetitive data entry and document processing

high-turnover

Delayed customer service?

Delayed renewal processing and quote generation due to capacity limits

hiring-bottlenecks

Hiring hurdles?

Difficulty finding and retaining qualified talent locally

THE BUSINESS CHALLENGE

SOLVING TRADES ADMIN
BOTTLENECKS 

Trade businesses juggle scheduling, quoting, invoicing, and compliance on top of the work itself. However, that admin often gets pushed to evenings and weekends, and jobs slip or invoices go out late as a result.

Common bottlenecks include:

rising-costs

Margins under pressure?

High cost of hiring a dedicated local office admin

team-burnout

Core team stretched thin?

Tradespeople doing paperwork instead of billable work

high-turnover

Delayed customer service?

Slow quotes and callbacks frustrating customers and leads

hiring-bottlenecks

Hiring hurdles?

Difficulty finding reliable admin talent in a tight market

THE HAMMERJACK SOLUTION

SUPPORT BUILT AROUND

YOUR BROKERS

Your paragraph text

We help you build a dedicated offshore support model. By pairing your onshore brokers with a specialized offshore Broking Assistant in the Philippines, you remove administrative friction, lower operating overhead, and create real operational leverage.

What could your business achieve with the right team behind it?

THE HAMMERJACK SOLUTION

Support built around your BUSINESS

We help you build a dedicated offshore support model. By pairing your onshore team with a specialised offshore Administrative Assistant in the Philippines, you remove administrative friction, lower operating overhead, and create real operational leverage.

What could your business achieve with the right team behind it?

Admin Assistant

role overview &

key responsibilities

A dedicated offshore Broking Assistant handles the end-to-end administration of the policy lifecycle, client communications support, and system updates, allowing your local team to focus on high-value client advisory. 

Policy Administration & Processing
  • Preparing insurance quotes, policy schedules, and renewal documentation
  • Entering and updating client records in broking management systems
  • Processing policy variations, endorsements, and cancellations
  • Issuing certificates of currency and tax invoices

Underwriter & Insurer Coordination
  • Following up with underwriters on pending quote requests and terms
  • Gathering required underwriting information and risk submission files
  • Comparing insurer quotes against client requirements using standard templates

Claims Support & Tracking
  • Logging initial claim notifications and organizing supporting documentation
  • Following up with claims assessors and insurers on claim statuses
  • Updating clients on claim progress under the direction of the lead broker

Client Onboarding & Communication
  • Assisting with client onboarding documentation and compliance checks
  • Sending automated renewal reminders and follow-up notices
  • Managing email inquiries and organizing client files in your CRM

Role Overview &

Key Responsibilities

A dedicated offshore Administrative Assistant handles scheduling, customer communication, invoicing, and compliance paperwork, so your tradespeople spend more time on the tools and less time on the phone or at a desk.

Scheduling & Job Coordination
  • Scheduling jobs and appointments for tradespeople in the field
  • Coordinating daily job sheets and confirming site details with customers
  • Managing calendar changes, cancellations, and rescheduling
  • Dispatching urgent or emergency job requests to available staff

Customer Communication & Inquiries
  • Answering incoming calls and emails from customers and suppliers
  • Providing quotes and following up on outstanding enquiries
  • Sending job confirmations, reminders, and completion updates
  • Managing customer complaints and routing them appropriately

Quoting, Invoicing & Admin Support
  • Preparing quotes and estimates based on standard pricing
  • Raising invoices and following up on outstanding payments
  • Processing supplier orders and tracking material deliveries
  • Maintaining job files, contracts, and compliance documentation

Compliance & Records Support
  • Maintaining licence, insurance, and safety certification records
  • Preparing job safety documentation and compliance checklists
  • Filing and organising job photos, reports, and sign-offs
  • Supporting audits and regulatory reporting as required

Skills and Qualifications

When you partner with hammerjack, we source candidates tailored to your specific software stack and broking workflows.

  • Education: Bachelor’s degree in Business, Finance, Commerce, or a related discipline
  • Industry Context: Direct experience supporting broking or financial services workflows
  • System Knowledge: Familiarity with broking platforms (such as Ebix Evolution, Steadfast SVU, WinBEAT, Salesforce, or Xero)
  • Communication: High proficiency in written and spoken English for professional correspondence
  • Core Competencies: Exceptional attention to detail, strong data accuracy, and adherence to compliance protocols

Skills and Qualifications

When you partner with hammerjack, we source candidates tailored to your specific job management systems and workflows.

  • Education: Certificate or diploma in Business Administration, or equivalent experience
  • Industry Context: Experience supporting trade, construction, or field service businesses
  • System Knowledge: Proficiency in common trades job management platforms (such as ServiceM8, Tradify, SimPRO, or Xero)
  • Communication: High proficiency in written and spoken English for customer and supplier correspondence
  • Core Competencies: Strong organisation, attention to detail, and calm handling of last-minute schedule changes
HOW IT WORKS

Offshore that works. Real leverage.

icon_start_with_you
Understanding what you are solving for

We start with where your team is stretched, then build a plan around your budget, timeline, and the roles that would give you the most room.

icon_dedicated_account_manager
Finding the right talent

Our in-house recruiters source degree-qualified, experienced professionals, screened and tested for skill and long-term cultural fit with your brokers.

icon_smooth_setup
Full support for you and your staff

A dedicated Customer Success Manager and People & Culture partner look after the relationship on both sides, so your team stays engaged and aligned.

icon_new_hire_goes_live
Get real offshore value

We handle the employment, HR, IT, and compliance infrastructure. You keep control of the work, and get back capacity to grow.

FAQ

Will offshore admin staff follow our processes?
Yes. Staff are trained on your systems and workflows.
Can roles align to our operating hours?
Yes. Working hours can be structured to suit your needs.
Is offshore admin suitable for long-term roles?
 Yes. Teams are built for stability and continuity.

Don't just take our word for it

Real results, real partners. Discover how businesses like yours solved challenges and grew with us.

Tell us the roles you need filled

We'll handle the rest.