Agency Assistant - Local Insurance Agency

Were 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)

Salary Range: $35000.00 - $120000.00 per year

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.

• 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.