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.
Originally posted on