Administrative Assistant (General Liability Insurance Knowledge)

Administrative Assistant (Remote)

🏠 100% Remote | 🕒 Full-Time | 💰 Up to USD $6/hour | Arizona Time Zone

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📩 Application Instructions (Please Read Before Applying)

To be considered for this position, applicants must submit their application via email.

Please send the following to:

📧 [email protected]

Required Documents

• Updated Resume (PDF format only)
• Updated LinkedIn Profile
• Resume must be comprehensive and written in English
• Complete Aptive Assessment: https://assessment.aptiveindex.com/s/aj0E351zZz7J

Subject Line Format

Jobstreet Applicant | Administrative Assistant | Complete Name

Please note:

• Applications submitted through JobStreet only will not be entertained.

• Only applications received via email using the required subject line will be considered.

• The Aptive Assessment must be completed as part of the application process.

• Resumes must be submitted in PDF format.

• Only shortlisted candidates will be contacted.

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Description

We are looking for a highly organized, detail-oriented Administrative Support Specialist to manage project administration, insurance coordination, contract review, and customer communication across our active project portfolio.

This role requires a basic understanding of general liability insurance — including GL, Umbrella, Workers' Compensation, Excess policies, experience mod numbers, and Workers’ Comp class codes. You will be reviewing insurance requirements against our coverage, coordinating OCIP enrollment, and managing prequalification documentation. Training will be provided for contract review, but a general comfort level with insurance concepts is important from day one.

The ideal candidate is highly organized, a strong communicator, and able to start a task and see it through to completion before moving on. We are not looking for someone who juggles too many things at once — we are looking for someone who is methodical, thorough, and dependable.

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Key Responsibilities

Project Set Up & Management

• Set up new projects in Ignite (our CRM) and QuickBooks, ensuring all required information is entered accurately and completely
• Create and maintain project estimates in QuickBooks as directed
• Collect and organize all required project documents throughout the project lifecycle
• Maintain weekly project tracking and produce monthly project reports

Insurance Coordination

A basic understanding of general liability insurance is required for this role.

• Work with our insurance agents to obtain certificates of insurance and additional insured endorsements as required by project owners and general contractors
• Understand and apply basic concepts including GL (General Liability), Umbrella, Workers' Compensation, Excess policies, experience mod numbers, and Workers' Comp class codes
• Manage OCIP (Owner-Controlled Insurance Program) enrollment for applicable projects — coordinating with the project owner's insurance program and ensuring compliance with OCIP requirements
• Maintain organized records of all insurance certificates, endorsements, and OCIP documentation

Contract Review & Prequalification

• Review project contracts for insurance requirements, comparing our coverage limits against what is required — training will be provided for this function
• Prepare contracts for the president's signature, ensuring all required documentation is organized and complete
• Complete prequalification documents for new clients, general contractors, and project owners
• Maintain organized records of executed contracts and prequalification submissions

Customer Communication

• Email correspondence with customers regarding new projects, required documentation, and project updates
• Respond promptly to customer calls and inquiries in a professional and helpful manner
• Follow up on outstanding items — insurance documents, signed contracts, tax-exempt certificates, and other required project documentation
• Maintain a responsive, professional communication style that represents the company well

Document Collection & Filing

• Collect, organize, and file all project documents in the appropriate systems — contracts, insurance certificates, tax-exempt certificates, prequalification documents, and correspondence
• Request and verify tax-exempt certificates from applicable customers
• Maintain accurate and organized project files so all documentation is readily accessible

Administrative Support

• Assist the office with billing overflow and general administrative tasks as needed
• Process ACH forms and credit applications for new vendors as directed

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Required Qualifications

• Basic understanding of general liability insurance — GL, Umbrella, Workers' Compensation, Excess policies, experience mod numbers, and WC class codes — this is a requirement, not a preference
• Highly organized with the ability to manage multiple active projects and open administrative items simultaneously
• Strong written and verbal communication skills — responsive, professional, and clear in all customer and internal correspondence
• Ability to start a task and complete it fully before moving on — methodical and thorough, not scattered
• Basic QuickBooks knowledge — comfort with data entry and project setup in QBO
• Proficiency in Adobe, Microsoft Word, Microsoft Excel, and Google Sheets
• Reliable and self-directed in a remote work environment

Preferred Qualifications

• Experience with Ignite CRM or comparable project management software
• Experience with BidBoard or similar construction bidding platforms
• Prior experience in construction, specialty contracting, or a project-based business
• Familiarity with OCIP programs and the prequalification process for construction projects
• Background in contract administration or project documentation in a construction environment

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What Makes You a Great Fit

• You understand the difference between a GL policy and a WC policy — and you know what experience mod numbers are
• Your project files are complete, organized, and always up to date
• You start a task, finish it completely, document it properly, and then move to the next one
• Customers and GCs get responses from you promptly — nothing sits in your inbox without acknowledgment
• You are the organized backbone that keeps projects set up correctly and moving forward

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What We Offer

• Up to $6/hour
• 100% remote work
• Full-time role

We hire for the long haul, so a steady track record of staying and growing always moves you up our list.

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Please Note:
This job post is intended to outline the general scope of the role and may not include all responsibilities or qualifications.

🔒 Data Privacy Statement

By applying, you consent to being contacted via the contact information provided in your application for recruitment purposes only.

🕐 Interview Notice

Initial screening calls are conducted in the US Mountain Standard Time (MST) zone, with available interview windows between 3:00 AM and 1:00 PM MST. We sincerely appreciate the flexibility of candidates across different time zones and will make every effort to schedule a time that works for you.

📩 Application Update

Due to the high volume of applications we receive, we are only able to contact candidates whose qualifications closely match the requirements of the role.

If you do not hear from us within 10 days, please know that we truly appreciate your interest and encourage you to apply for future opportunities that may be a better fit.

Thank you for considering Remote Raven, and we wish you all the best in your job search.