Virtual Administrative & Agent Onboarding Coordinator

About the Role

• We are looking for a highly organized, detail-oriented Virtual Administrative & Agent Onboarding
• Coordinator to support our growing insurance agency. This role is focused on keeping
• prospective and newly recruited insurance agents engaged throughout the onboarding process,
• ensuring they stay on track from initial interest through licensing and contracting.
• This is an administrative and communication-focused position that requires excellent written
• communication, strong organizational skills, and the ability to manage multiple follow-ups
• simultaneously.

Key Responsibilities

• ● Manage ongoing communication with prospective and newly recruited insurance agents
• primarily via text messaging.

● Monitor agents' progress through the onboarding pipeline, including

• ○ Exam scheduling
• ○ Exam preparation
• ○ Licensing
• ○ Contracting
• ● Conduct regular follow-ups (typically every 2–3 days) to keep agents engaged and
• motivated throughout the process.
• ● Respond to inquiries and provide the appropriate onboarding information based on each
• agent's current stage.

● Route qualified prospects to the appropriate next step, including

• ○ Scheduling follow-up calls
• ○ Sending exam registration information
• ○ Initiating contracting paperwork for licensed agents
• ● Maintain accurate notes and update all communication records within the company's
• CRM/database.
• ● Assist with weekly lead follow-up after Thursday opportunity overview calls.
• ● Help schedule appointments between interested candidates and leadership when
• needed.
• ● Take on additional administrative tasks as the business continues to grow.

Qualifications

• ● Excellent written English communication skills.
• ● Strong organizational and time-management abilities.
• ● Comfortable managing multiple conversations simultaneously.
• ● Detail-oriented with accurate record-keeping skills.
• ● Proactive and consistent with follow-up.
• ● Comfortable learning internal onboarding processes and workflows.
• ● Ability to work independently while maintaining regular communication with leadership.
• ● Previous administrative, virtual assistant, customer support, or client success experience is preferred but not required.

Preferred Skills

• ● Experience using CRMs or applicant tracking systems.
• ● Experience with text-based customer communication.
• ● Scheduling and calendar management experience.
• ● Ability to quickly learn new software and internal processes.

What We're Looking For

The ideal candidate is

• ● Highly dependable and responsive.
• ● An excellent communicator.
• ● Organized and process-driven.
• ● Comfortable handling repetitive administrative tasks with accuracy.
• ● Motivated to help people successfully complete their onboarding journey.

Success in This Role

Success will be measured by

• ● Consistent follow-up with all prospective and onboarding agents.
• ● Increased engagement throughout the onboarding process.
• ● Reduced administrative workload for leadership.
• ● Timely movement of agents through the licensing and contracting pipeline.
• This role is ideal for someone who enjoys organization, communication, and helping people stay
• on track while working independently in a remote environment.