Virtual Administrative & Agent Onboarding Coordinator

Job description

About this role

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.

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

Qualifications and requirements

• ● 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.
• 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.