Agency Assistant - Local Insurance Agency

We’re hiring an Agency Assistant to keep the office organized and responsive. This person will manage sales documents, handle service calls/requests, and support the team with scheduling and follow‑ups so nothing falls through the cracks. Youll be a key part of the client experience from first contact to policy changes and renewals. Key Responsibilities Sales Support & Documents Prepare, organize, and send sales documents (quotes, applications, proposal summaries, follow‑up emails/texts) Request and track missing client information needed to bind coverage Maintain clean, accurate client files and documentation in our systems Support agents with pre‑quote data gathering and basic intake Service Calls & Requests Answer inbound calls/texts/emails and route appropriately Handle common service requests (policy changes, ID cards, billing questions, certificates, basic endorsements) based on training Document every interaction clearly and consistently Follow up with clients to confirm requests were completed and expectations were met Scheduling & Calendar Management Schedule appointments for quotes, policy reviews, renewals, and follow‑ups Send confirmations and reminders (text/email) Keep the agency calendar accurate and up to date Coordinate internal tasks so deadlines are met (renewal reviews, document collection, follow‑ups) Admin & Office Operations Track tasks and follow‑ups daily (no dropped balls) Support review requests, referral follow‑ups, and light marketing admin as needed Help keep workflows organized and improve processes over time Success Looks Like Calls/messages are answered promptly and professionally Sales files are complete and easy to find Service requests are handled quickly and documented correctly The calendar is clean, accurate, and fully confirmed Agents spend more time selling because admin/service work is controlled Qualifications Strong organization and attention to detail Confident phone skills; warm, professional communication Comfortable working with multiple systems (CRM, email, spreadsheets, calendars) Ability to prioritize and stay calm during busy times High integrity and respect for client privacy Preferred (Nice to Have) Bilingual English/Spanish Insurance agency experience (P&C preferred) Texas P&C license or willingness to obtain within a set timeframe Familiarity with CRM tools (Salesforce is a plus) Benefits Annual Base Salary + Bonus Opportunities Paid Time Off (PTO) Flexible Schedule Mon-Fri Schedule Hands on Training Parental Leave Life Insurance Career Growth Opportunities Responsibilities Process customer policy change requests. Secure all Trailing Documents from customers. Handle all incoming claim calls from customers and follow‑up. Complete Evidence of Insurance requests. Document each customer contact in eAgent. Immediately greet all customers, entering the office, in a friendly and helpful manner. Take premium payments from customers. Ask each customer for referrals and explain our referral program. Treat each customer contact as a cross and up‑sell opportunity including financial products. Verify phone numbers, addresses and email addresses with each customer contact and update customer information. Answer incoming phone calls on the first ring. Return all phone messages promptly. Share training and education knowledge and expertise with team members. Thoroughly understand and follow all underwriting, rating and compliance requirements. Maintain knowledge of new products and services. Maintains phone time or sales quotas as determined by management. Schedule appointments for sales staff to meet prospective customers. Contact businesses and private individuals by telephone to promote products, services and/or referral programs. Foster strong relationships with our customers to maintain a high level of client retention and product loyalty. Requirement Possess a genuine willingness to learn, be intuitive and resourceful and be coachable. Possess an upbeat, positive and enthusiastic attitude. Be a great self‑starter with a sense of urgency. Create relationships from a cold start. Excellent Communication/interpersonal skills. Confident, self‑starter who works well independently. Must have ability to multi-task. Must be highly self‑motivated. Professional phone etiquette. Exceptional Business Writing and Editing Skills. Great Customer Service Skills. Problem‑Solving Capabilities. Strong work ethic and leadership skills. Strong communication skills, both oral and written. Driven and goal‑oriented individual. Ability to tactfully handle stressful and difficult situations. Be capable of handling customer rejection. Strong communication and negotiation skills. #J-18808-Ljbffr Edin Rodriguez Agency PLLC