Virtual Administrative & Agent Onboarding Coordinator

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.
• Comfortable learning internal onboarding processes and workflows.
• Ability to work independently while maintaining regular communication with leadership.
• Previous administrative, virtual assistant, customer support, or client success experience is preferred but not required.

Preferred Skills

• Experience using CRMs or applicant tracking systems.
• Experience with text-based customer communication.
• Scheduling and calendar management experience.
• Ability to quickly learn new software and internal processes.

What We're Looking For

The ideal candidate is

• Highly dependable and responsive.
• An excellent communicator.
• Organized and process-driven.
• Comfortable handling repetitive administrative tasks with accuracy.
• Motivated to help people successfully complete their onboarding journey.

Success in This Role

Success will be measured by

• Consistent follow-up with all prospective and onboarding agents.
• Increased engagement throughout the onboarding process.
• Reduced administrative workload for leadership.
• Timely movement of agents through the licensing and contracting pipeline.

This role is ideal for someone who enjoys organization, communication, and helping people stay

on track while working independently in a remote environment.