[Hiring] Administrative Assistant @Asiacruit BPO, Inc.

Role Description

We are seeking an Administrative Assistant to support daily administrative, operational, insurance, and accounting activities. This role will assist with:

• Calendar management
• Email and document coordination
• Data entry
• File maintenance
• Meeting support
• Invoice and payment documentation
• Customer and vendor communication
• Administrative reporting

The ideal candidate is highly organized, service-oriented, and able to manage multiple priorities while maintaining accuracy and confidentiality.

Key Responsibilities

• Administrative and Office Support
  • Provide day-to-day administrative support to accounting, finance, insurance, claims, underwriting, billing, and operations teams.
  • Manage calendars, schedule meetings, coordinate appointments, and send reminders to internal and external participants.
  • Prepare agendas, meeting materials, notes, action items, correspondence, and follow-up communications.
  • Monitor shared inboxes, route inquiries, respond to routine requests, and escalate issues to the appropriate team member.
  • Draft, format, proofread, and distribute letters, reports, presentations, forms, notices, and other business documents.
  • Coordinate office supplies, equipment, service requests, and other administrative needs.
  • Support special projects, process improvement initiatives, and other administrative duties as assigned.
• Insurance Administration Support
  • Assist with organizing and maintaining policy, billing, claims, underwriting, customer, carrier, and vendor records.
  • Enter and update insurance information in policy administration systems, customer relationship management systems, spreadsheets, and internal databases.
  • Review forms, policy documents, endorsements, certificates, invoices, claims documentation, and other records for completeness and accuracy.
  • Assist with processing routine policy, billing, claims, premium, commission, refund, and carrier-related administrative requests.
  • Coordinate the collection of missing information and supporting documentation from customers, policyholders, carriers, vendors, and internal departments.
  • Track policy renewals, documentation requests, claims updates, payment status, outstanding items, and administrative deadlines.
  • Maintain organized records of communications, transactions, approvals, and follow-up activities.
  • Coordinate with accounting, finance, underwriting, claims, billing, and operations teams to resolve administrative discrepancies.
• Accounting and Financial Administration
  • Assist with organizing invoices, receipts, expense reports, payment requests, purchase orders, and other accounting documentation.
  • Enter invoice, payment, customer, vendor, and expense information into accounting systems or spreadsheets as directed.
  • Match invoices and payment requests to purchase orders, contracts, receipts, policy records, or other supporting documentation.
  • Monitor invoice approvals, payment schedules, outstanding requests, and required follow-up activities.
  • Assist with preparing customer statements, vendor correspondence, payment summaries, expense reports, and administrative schedules.
  • Support bank, credit card, accounts payable, accounts receivable, carrier, and general ledger reconciliation activities by gathering and organizing information.
  • Research routine discrepancies involving invoices, payments, customer accounts, vendors, carriers, and internal records.
  • Maintain organized files for financial transactions, audit requests, approvals, and supporting documentation.
• Data Entry, Reporting, and Record Management
  • Enter, update, verify, and maintain accurate information in spreadsheets, databases, accounting systems, insurance platforms, and document management systems.
  • Prepare recurring administrative reports, tracking logs, status updates, activity summaries, and management reports.
  • Compile information from multiple sources and identify missing, inconsistent, or incomplete data.
  • Maintain electronic and physical filing systems in accordance with company procedures and document retention requirements.
  • Organize records using consistent naming conventions, folder structures, indexing practices, and version control.
  • Assist with data cleanup, document audits, report preparation, and administrative quality checks.
  • Use Microsoft Excel, word processing, email, calendar, presentation, and collaboration tools to complete daily responsibilities.
• Communication and Customer Service
  • Communicate professionally with customers, policyholders, vendors, carriers, insurance professionals, and internal departments.
  • Respond to routine inquiries by email, phone, or other approved communication channels.
  • Provide status updates and follow up on pending documentation, approvals, payments, requests, and action items.
  • Direct complex questions or sensitive issues to the appropriate accounting, insurance, claims, or management contact.
  • Maintain a professional, helpful, and service-oriented approach in all interactions.
• Confidentiality, Controls, and Compliance
  • Protect confidential financial, customer, policyholder, claims, employee, and business information.
  • Follow established administrative procedures, approval workflows, access controls, and document retention requirements.
  • Assist with preparing documentation for audits, compliance reviews, regulatory requests, and internal assessments.
  • Identify missing information, processing errors, duplicate records, control issues, and opportunities to improve administrative processes.
  • Maintain accurate records of approvals, communications, transactions, and completed tasks.
  • Perform other administrative, insurance, accounting, and operational duties as assigned.

Qualifications

• Associate degree or bachelor's degree in Business Administration, Accounting, Finance, Insurance, Office Administration, or a related field.
• 1+ year of experience in administrative support, office administration, customer service, insurance, accounting, finance, or a related role.
• Proficiency with Microsoft Office applications, including Microsoft Excel, Word, Outlook, and Teams or similar collaboration tools.
• Strong data entry, document management, scheduling, organization, and time management skills.
• Ability to review information carefully and maintain accurate records across multiple systems and files.
• Basic understanding of invoices, expense reports, payment requests, accounts payable, accounts receivable, or financial documentation.
• Ability to manage multiple priorities, meet deadlines, and follow established procedures.
• Strong English communication skills, both written and verbal.
• Professional telephone, email, and customer service skills.
• Ability to handle confidential information with discretion and professionalism.
• Reliable internet connection, suitable home office environment, and ability to work effectively with remote or international teams.

Preferred

• Experience supporting an insurance agency, insurance carrier, accounting firm, financial services company, or professional services organization.
• Familiarity with insurance terms, policy administration, premium billing, claims processing, commissions, carrier correspondence, or renewals.
• Experience supporting accounting or finance teams with invoices, expense reports, payment tracking, reconciliations, or audit documentation.
• Experience using accounting software, customer relationship management systems, policy administration platforms, enterprise resource planning systems, or document management tools.
• Advanced Microsoft Excel skills, including formulas, sorting, filtering, lookup functions, and pivot tables.
• Experience preparing reports, maintaining tracking logs, coordinating schedules, or supporting cross-functional projects.
• Familiarity with U.S. insurance, accounting, privacy, or financial documentation practices.

Benefits

• Join a collaborative team supporting administrative, insurance, and accounting operations for organizations across the financial services industry.
• Develop practical experience in office administration, insurance processes, accounting support, data management, customer service, and business operations.
• Build valuable organizational, communication, technical, and problem-solving skills through exposure to diverse teams and workflows.
• Make a meaningful impact by helping teams maintain accurate records, timely communication, organized documentation, and efficient processes.
• Receive competitive compensation and opportunities for professional development and career growth.
• Work in a supportive, international environment with exposure to cross-functional teams and industry professionals.