Administrative Assistant (General Liability Insurance Knowledge)

Position Overview

We are looking for a highly organized, detail-oriented Administrative Support Specialist to manage project administration, insurance coordination, contract review, and customer communication across our active project portfolio.

This role requires a basic understanding of general liability insurance — including GL, Umbrella, Workers Compensation, Excess policies, experience mod numbers, and Worker’s Comp class codes. You will be reviewing insurance requirements against our coverage, coordinating OCIP enrollment, and managing prequalification documentation. Training will be provided for contract review, but a general comfort level with insurance concepts is important from day one.

The ideal candidate is highly organized, a strong communicator, and able to start a task and see it through to completion before moving on. We are not looking for someone who juggles too many things at once — we are looking for someone who is methodical, thorough, and dependable.

Key Responsibilities

Project Set Up & Management

Set up new projects in Ignite (our CRM) and QuickBooks, ensuring all required information is entered accurately and completely

Create and maintain project estimates in QuickBooks as directed

Collect and organize all required project documents throughout the project lifecycle

Maintain weekly project tracking and produce monthly project reports

Insurance Coordination

A basic understanding of general liability insurance is required for this role.

Work with our insurance agents to obtain certificates of insurance and additional insured endorsements as required by project owners and general contractors

Understand and apply basic concepts including GL (General Liability), Umbrella, Workers Compensation, Excess policies, experience mod numbers, and Workers Comp class codes

Manage OCIP (Owner-Controlled Insurance Program) enrollment for applicable projects — coordinating with the project owner's insurance program and ensuring compliance with OCIP requirements

Maintain organized records of all insurance certificates, endorsements, and OCIP documentation

Contract Review & Prequalification

Review project contracts for insurance requirements, comparing our coverage limits against what is required — training will be provided for this function

Prepare contracts for president signature, ensuring all required documentation is organized and complete

Complete prequalification documents for new clients, general contractors, and project owners

Maintain organized records of executed contracts and prequalification submissions

Customer Communication

Email correspondence with customers regarding new projects, required documentation, and project updates

Respond promptly to customer calls and inquiries in a professional and helpful manner

Follow up on outstanding items — insurance documents, signed contracts, tax exempt certificates, and other required project documentation

Maintain a responsive, professional communication style that represents the company well

Document Collection & Filing

Collect, organize, and file all project documents in the appropriate systems — contracts, insurance certificates, tax exempt certificates, prequalification documents, and correspondence

Request and verify tax exempt certificates from applicable customers

Maintain accurate and organized project files so all documentation is readily accessible

Administrative Support

Assist the office with billing overflow and general administrative tasks as needed

Process ACH forms and credit applications for new vendors as directed

Required Qualifications

Basic understanding of general liability insurance — GL, Umbrella, Workers Compensation, Excess policies, experience mod numbers, and WC class codes — this is a requirement, not a preference

Highly organized with the ability to manage multiple active projects and open administrative items simultaneously

Strong written and verbal communication skills — responsive, professional, and clear in all customer and internal correspondence

Ability to start a task and complete it fully before moving on — methodical and thorough, not scattered

Basic QuickBooks knowledge — comfort with data entry and project setup in QBO

Proficiency in Adobe, Microsoft Word, Microsoft Excel, and Google Sheets

Reliable and self-directed in a remote work environment

Preferred Qualifications

Experience with Ignite CRM or comparable project management software

Experience with BidBoard or similar construction bidding platforms

Prior experience in construction, specialty contracting, or a project-based business

Familiarity with OCIP programs and the prequalification process for construction projects

Background in contract administration or project documentation in a construction environment

What Makes You a Great Fit

You understand the difference between a GL policy and a WC policy — and you know what experience mod numbers are

Your project files are complete, organized, and always up to date

You start a task, finish it completely, document it properly, and then move to the next one

Customers and GCs get responses from you promptly — nothing sits in your inbox without acknowledgment

You are the organized backbone that keeps projects set up correctly and moving forward

Requirements

This is a full time role

Up to $6/hr

100% Remote

Originally posted on Himalayas