Virtual Assistant (COV0001)

The Virtual Assistant provides remote administrative support to clients or organizations. Responsibilities include managing calendars, scheduling appointments, handling emails, conducting research, and assisting with various tasks as needed.

Duties and Responsibilities:

  • Processing Insurance Policies for renewal
  • Create client folder on a needs basis including setting up Letter of Engagements, etc.
  • Update necessary information in Insight
  • Add necessary documents needed by AR (policy schedule, draft letter, draft email)
  • Renew policies accordingly
  • Process quotation upon request
  • Sending closings to Insurer
  • Sending out PRE-Renewal email notifications/requirements to clients and remind them of their incoming policy renewal dates
  • Sending out Follow up emails to clients for Professional Indemnity Policy Renewal requirements
  • Monthly Risk Report
  • General emails inbox management
  • Filing New Business folder
  • Apply correct charges, fees & discounts for electronic policy renewals
  • Approving Premium Funding for Policies
  • Processing Policy Cancellations/Laps Requests
  • File Review Monitoring through Excel
  • Sending Out Pre-Renewal Emails/Letters/Correspondence
  • Monitoring complete status of the whole Policy List
  • Sending out follow up emails to clients for Professional Indemnity Policy Renewal requirements
  • Sending out Certificate of Currencies (COC) to clients once their policy payments has reflected in Insight
  • Database Filing
  • Uploading the Policy Claim email communications from our Outlook general inbox to each policy in Insight/Sharepoint
  • Actioning Premium Funding Welcome Letters & Updating Insight and sending to account manager
  • Debtors report/sending payment reminders to clients / assisting with queries
  • Phone call reception – accepting phone calls as they arrive “first port of call” and either distributing them to KB or DP or taking note and attending to request


  • Detail oriented individual
  • 2-4 years of experience in virtual assistance.
  • General insurance experience is very advantageous.
  • Strong organisational, project management, and problem-solving skills with implacable multi-tasking abilities.
  • Ability to follow process and work independently.
  • Tech savvy and keen to learn new software and processes.
  • Communicative with progress and/or report issues.