INSURANCE MEXICO DREAM - MERGE AND CLOSE

A dedicated Insurance Virtual Assistant (assigned to a single agency/client) who owns day-to-day agency operations: quoting and new-business intake, policy servicing and endorsements, client-facing phone/email reception, renewals and remarketing, submissions and document/signature workflows, AMS/data entry and file management, billing/payments and client onboarding, plus technical/support, marketing/CRM and other client-assigned administrative tasks. All items below come only from the Active VA — Top 5 Activities form responses. Core responsibilities (detailed tasks) Quoting & new business - Intake quote information and complete ACORDs / quote sheets. - Run comparative/rater quotes in carrier portals and tools (examples in the responses) and prepare/send quote proposals to clients/brokers. - Quote specialized/ancillary lines when required (examples: crime, D&O, umbrella, WC, commercial trucking). Policy servicing & administration - Process endorsements and policy changes (add/remove vehicles or drivers, address and coverage changes). - Handle mortgagee / loss-payee updates and prepare endorsements. - Process cancellations and non-renewals (verify requests, prepare necessary paperwork, notify clients). - Generate ID cards, declarations pages and proofs of insurance; manage Certificates of Insurance (COIs) and commercial certificate workflows. Customer service — phone & email - Field inbound calls and act as receptionist via VOIP/phone systems; triage voicemail and manage call queues. - Respond to policyholder inquiries by email/chat and perform client follow-ups. - Handle billing and payment questions and place reminder calls as needed. Renewals & retention - Track renewal pipeline per client SOPs, send renewal notifications/reminders, schedule policy-review appointments, remarket and follow up proactively to bind renewals. (Several responses describe following a renewal SOP and proactive remarketing.) Submissions, document preparation & signature workflows - Prepare and submit new-business and renewal packages to markets/carriers; assemble application packages and required supporting documents. - Create and manage e-signature workflows (DocuSign, PandaDoc and similar) and send bind applications to brokers/carriers; handle invoicing/collection related to bindings. AMS / data entry & file management - Accurate data entry and maintenance of client and policy records in agency systems; upload/download/attach media and carrier documents. - Onboard clients into the AMS: create/update client profiles, notes and onboarding documentation. - Handle returned mail and address updates; keep AMS renewal and activity records current. Billing, payments & financing - Take payments and process invoicing; follow up on collections and payment reminders. - Process financing plans or payment arrangements when required. Technical & operational support - Triage and resolve support tickets and sales/support inbox items, handle telephony/short-code mail verifications (TFNS) and service requests noted in responses. - Manage voicemail/AI-voicemail triage (examples include CARA AI voicemail). Marketing, CRM & administrative support - CRM data entry and lead tracking, manage email campaigns and basic marketing tasks (social media and website management, campaign creation). - Draft proposals and client communications tied to sales/marketing workflows. Other specialist tasks reported - Look up property features and permits (county appraiser, Zillow, Google Maps) for underwriting or quoting. - Process carrier-specific portal tasks and appointed portal actions. - Handle onboarding notes, client file preparation and ad-hoc client requests. Common systems & tools (examples taken from the form responses) - Quoting / portals: EZLynx, CoverWhale, QQ Rater, carrier portals. - AMS / CRMs: NowCerts (Momentum), AMS360, Hawksoft, QQCatalyst, Keeper, Jenesis, Zoho. - Communications / phone: RingCentral, Dialpad, Fonality, Vonage, 8x8, Zoom Phone. - Signatures & documents: DocuSign, PandaDoc; productivity: Gmail/Outlook, Google Workspace, Microsoft Office, Google Sheets, Trello, GoHighLevel. - Other tools mentioned: IPFS.com, ChatGPT.

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