Description

ProtopVA Community is excited to present this new job opportunity for a Part-Time Administrative Assistant for an Insurance Agency.

COMPANY INFORMATION

A US Company that is your trusted partner for top-notch insurance solutions. Dedicated to providing clients with the highest level of protection for all their insurance needs. Committed to excellence shining through in a comprehensive suite of insurance services. This US company is the best option whether you're seeking coverage for your home, car, business, or more.

OPPORTUNITIES OFFERED WITH THIS JOB

•      Opportunity to work alongside a detail-oriented team.

•      Opportunity to be part of a Canadian  company

•      Opportunity to work with a great team.

Deadline to apply: You have only 5 days to apply. Please refer to the days left on the right column to submit your proposal before its expiration. Interviews will take place on days 6 to 10 after posting the position.

JOB DESCRIPTION

1. Manage CRM & Data Entry

• Convert files into digital format in Excel sheets.

• Help the company organize, clean, update, and maintain the client database.

• Maintain all communication and client data up-to-date.

• Add new clients & update existing ones in the CRM system.

• Repetitive data entry (entering online payments, uploading invoices received from vendors, entering client’s information and more)

2. Administrative Tasks

• Create, organize, update, and share documents and spreadsheets to facilitate communication and data analysis within the team.

• Manage online documents, including editing/labeling documents correctly as needed, changing document names, and update spreadsheet data.

• Improve and organize the document's library, which includes a variety of documents, questionnaires, templates, etc.

• Help the company develop, create, and document the company’s SOPs (standard operating procedures).

• Personal Email management including reviewing, editing, archiving/labeling, prioritizing, etc. 

• Prioritize and respond to emails, set up email filtering, and delete spam or unimportant emails.

• Pre-screen new potential clients and make sure they’re the right fit to be clients.

• Provide the owner with specific information about prospects/potential clients for review.

• Coordinate with multiple people by making calls and handling email.

• Help the Owner/Founder with various business-related tasks he/she is normally directly responsible for.

• Keep all company information secure and 100% private.

• Generate reports related to given/provided data.

3. Calendar Management & Appointment Setting

• Help the owner of the company manage his/her email and business calendar.

• Set up automatic bookings online, and share booking links with clients as needed.

• Schedule appointments for the lead or customer and team members, ensuring that all necessary participants are available.

• Maintain and update calendars for individuals or groups, making sure all events, meetings, and appointments are accurately recorded.

• Send out reminders to participants about upcoming appointments or events.

QUALIFICATIONS

- Minimum of 2 years of experience in the field or similar roles.

- Excellent communication and presentation skills, both written and verbal.

- Supportive and always willing to learn.

SUCCESS PROFILE FOR THIS ROLE

•  Innovative and proactive: People who can think for themselves and be proactive/ People who work independently, are resourceful, and can think up solutions to problems independently/ People who can think creatively to solve problems.

•  People & Relationships: Easy to speak with and a good listener/ Someone that is open to feedback without being offended, willing to make mistakes, and be ok when the company tells them how to improve/ Supportive, and always willing to help.

•  Workload & Stress Management: Able to manage stressful situations without affecting them on a personal level/ Must be extremely organized and detail-oriented/ Ability to work under pressure.

•  Technology & Software: Computer savvy, able to teach systems and software to others/ Knowledge or willing to invest time in training themselves on the different platforms of the business.

• Communication & Language: Always available to respond quickly when contacted via phone, text, chat, email, etc./ Comfortable making calls and know how to properly communicate with contractors and clients.

SCHEDULE AND PAY RATE

• Schedule: Monday - Friday

• Time Zone: Central Time

• Hours: 10 hours/week

• Open to: Philippines

• Language: English

• Pay Rate: $3 - $4 per hour

*Rates are dependent on your experience, determined by ProtopVA.

To have your proposal considered, please Read CAREFULLY the following guidelines to apply for this job:

NOTE: (IF YOUR APPLICATION IS IGNORED OR REJECTED, THE REASON MAY BE LISTED BELOW)

a) For your application to be considered, it must be sent through this platform, and you need to have a completed profile and follow the structure in the proposal guidelines. Click this LINK for instructions. (Proposals in the wrong format will be IGNORED OR REJECTED)

b) Be honest and list as many tasks and subtasks as your knowledge, background, and experience allow in your proposal. If you don't have direct experience in something, you can add any related or similar experience and your willingness to learn new things to fully develop the skills required to execute.

c) The information in your proposal should be tailored to your prior experience and skills in the tasks and subtasks listed below. The more specific you are in your proposal, the higher your chances will be of being hired.

d) Share a link with a voice recording to explain why you are the perfect fit for the role. Speak clearly: avoid whispering, yelling, or using many filler words like "mm," "eeh," or others. Do not record the audio while walking or running; you should not sound agitated. Make sure that there is no background noise. The recording should not exceed 3 minutes in duration. Pay attention to your pronunciation: Remember that this is for a position where you will be speaking with people on the phone regularly. For example, pronouncing your "R"s too strongly may sound unnatural; likewise, mispronouncing simple words such as "since," "acquisition," "settle," and others may not leave the best impression. Lastly, double-check the audio to make sure it is clear, and there are no mistakes in pronunciation. Keep in mind that these will be the client's first impressions of you. We appreciate your prompt submission and eagerly await your recording and proposal.

e) Hiring is contingent on your continued participation in our exclusive communication channel via Telegram under your real name. Your application will be ignored or rejected if you are not active.

*To join our telegram group and learn more about our open positions, click on this link: https://t.me/+QRsxsjWugQQ0NWJh

PROPOSAL GUIDELINES TO APPLY FOR THIS JOB.

• Start your Proposal with your Intro: First provide a brief intro of one to two paragraphs introducing yourself, where you’re from, your previous background and work experience, what you studied, and why you should be considered as a candidate that meets the requirements of attitude and skills.

(Always mention the main tasks listed in THIS job description in the first line AND each Subtask Experience below)

1. Copy and paste the first mainline task name. (Ex. Product Research)

• Mention your experience and specific examples related to each subtask. (Example) I have worked for X months or years doing X for X company, and as part of my daily activities, I executed the following activities: Y and Z, and my results were W.

• (Example for another subtask) While working for X I had the chance to do Y, and Z, and among the things I did on a daily basis were: Examples and results.

• (Example for additional subtask) Despite not having experience doing X, I executed similar activities like Y and Z and feel I can easily learn and perform based on expectations.

• More experience examples.

• And so on for each subtask.

(IMPORTANT: ADD A BLANK SPACE IN BETWEEN EACH MAIN TASK AND SUBTASKS BLOCK)

2. Copy and paste the second main line task name.

• Mention each subtask experience and specific examples that make reference to the subtask in your past positions. (Example) I have worked for X months or years doing X for X company, and as part of my daily activities, I executed the following activities: Y and Z and my results were W.

• (Example for another subtask) While working for X I had the chance to do Y, and Z, and among the things I did on a daily basis were: Examples and results.

(LEAVE A BLANK SPACE IN BETWEEN THE MAIN TASKS AND SUBTASKS BLOCK)

3. Copy and paste here the third main line task name.

• Mention each subtask experience and specific examples that make reference to the subtask in your past positions…

• And so on…

• And so forth…

PROTOPVA REQUIRED VALUE STANDARDS FOR ALL POSITIONS

1.     Honesty & integrity at all times

2.     Quick to respond and communicate

3.     Proactive, go-getter, figuring things out on his own (make Google your best friend)

4.     Humble, responsible, and accountable

5.     Professional and focused

6.     Looking for long-term work relationship 1-3+ years

7.     Team oriented

8.     Always willing to learn new things and develop new skills

9.     Efficient and committed to delivering on expectations, and deadlines

10.   Able to write and speak in English and Spanish