Insurance VA Job Description Template

Writing a job description for an insurance virtual assistant from scratch takes time — and a generic template won't attract the right applicants. Insurance VAs work inside your agency management system, communicate with clients about policy requests, and handle tasks that sit just inside the unlicensed line. The specifics matter. These three templates give you a ready-to-post starting point for the most common insurance VA roles.

What Should an Insurance VA Job Description Include?

Every insurance VA post needs: a 2-3 sentence role overview, a bulleted list of daily tasks with your AMS named specifically, required skills (English level, AMS proficiency, EST overlap), and a note on licensed-activity scope. Those four elements tell experienced candidates you know what you're hiring for — and filter out unqualified applicants before the first screen.

A strong post also answers the unstated question candidates have: what does the work actually look like day to day? Experienced insurance support staff will scan for the AMS name, the carrier portals you list, and whether you have specified personal lines vs. commercial lines. Vague posts attract vague applicants. The templates below are specific by design.

Three Ready-to-Use Templates

Adjust the AMS name (Applied Epic, AMS360, EZLynx, Hawksoft), the compensation figure, and any carrier names specific to your market. The licensing scope notes in each template reflect general best practices — confirm the unlicensed boundaries with your E&O carrier for anything you are uncertain about. For a task-by-task reference, see What Can an Unlicensed Insurance VA Legally Do?.

CSR Support VA

Overview: We're hiring a detail-oriented virtual assistant to support our licensed CSR team. You'll manage administrative tasks inside our agency management system, handle client service requests by phone and email, and keep policy records current — so our licensed staff can focus on sales and coverage decisions.

Daily responsibilities:

• Process policy endorsements, certificates of insurance, and cancellation requests in [AMS name]
• Follow up with clients on pending renewal documents, signed applications, and outstanding payments
• Answer inbound service questions via phone and email; escalate any coverage advice to a licensed CSR
• Update client records and log all interactions in the AMS after each contact
• Pull carrier reports and compile weekly renewal lists for the account team

Required skills:

• English: B2 or higher (written and spoken) — professional client communication is required
• Experience with an agency management system (Applied Epic, AMS360, EZLynx, or similar)
• Attention to detail: zero tolerance for errors in policy numbers, effective dates, or named insureds
• EST overlap: minimum 2-3 hours for real-time collaboration with the agency team

Nice to have:

• Familiarity with personal lines workflows (endorsements, renewals, ACORD 126/130)
• Experience with carrier portals (Progressive, Travelers, CNA, or similar)
• Background in financial services, legal admin, or a similar document-heavy support role

Compensation: $[X]/month · Remote · Full-time

COI Specialist VA

Overview: We need a focused virtual assistant to own certificate of insurance issuance and tracking. You'll process COI requests, verify named insured and additional insured language, and maintain the certificate renewal log — all within unlicensed scope.

Daily responsibilities:

• Issue standard COIs from [AMS name] within 24 hours of request; confirm coverage is in force before issuing
• Verify named insured and additional insured language against the master policy before every issuance
• Maintain the COI renewal tracker; flag expiring certificates to the account team 30 and 60 days out
• Communicate with clients and third parties to collect required documentation for certificate requests
• Escalate non-standard requests (waiver of subrogation, unusual additional insured language) to the licensed agent for review before issuing

Required skills:

• English: B2 or higher (written and verbal) — accurate client and third-party communication
• Hands-on experience with Applied Epic or another major AMS
• Working knowledge of ACORD 25 and standard COI language: additional insured endorsements and hold harmless agreements
• High accuracy, strong file organization, and ability to manage a recurring renewal queue independently

Nice to have:

• Prior work at an independent P&C insurance agency
• Familiarity with the ACORD form library beyond the 25 (ACORD 75, ACORD 855)

Compensation: $[X]/month · Remote · Full-time

Account Manager Assistant VA

Overview: We're adding a remote assistant to support our account managers on a book of [commercial/personal] lines business. You'll handle the administrative workload — renewals, documentation, and client follow-ups — so account managers can concentrate on coverage strategy and client relationships.

Daily responsibilities:

• Prepare renewal packets: pull expiring policies, gather loss runs, and organize submission data for the account manager
• Request and process applications, endorsements, and binders; update the AMS with coverage changes and notes
• Track pending items and send status updates to clients and carriers as directed by the account manager
• Assist with proposal preparation: formatting and data entry only — no coverage recommendations
• Log all activities in the AMS; flag anything requiring a licensed decision to the account manager

Required skills:

• English: B2 or higher — written accuracy is critical for client-facing communication and AMS notes
• Experience with at least one AMS platform; commercial lines workflow experience a strong plus
• Organized self-starter: able to manage a task queue and follow up independently without daily check-ins
• EST overlap: 3-4 hours minimum for real-time coordination with the account management team

Nice to have:

• Exposure to commercial lines products (BOP, GL, WC, umbrella) or personal lines renewals
• Familiarity with CRM tools used alongside the AMS (Salesforce, HubSpot)

Compensation: $[X]/month · Remote · Full-time

In smaller agencies (fewer than five staff), a CSR support VA often covers both CSR tasks and COI issuance. In that case, combine the responsibilities from the first two templates and note the dual scope in the overview. For a split personal/commercial book, specify which lines the role supports in the overview — it helps candidates self-select accurately and reduces mismatched applications.

Which Skills Actually Predict Performance in Insurance VA Roles?

Lead with AMS proficiency and English level — both are harder to build on the job than insurance-specific knowledge. A candidate who navigates Applied Epic fluently and communicates clearly in writing can learn your agency's workflows in a standard 30-60-day onboarding. Everything else is process documentation and close supervision in the first month.

• AMS fluency: Not just "familiar with" — can they pull a loss run, process an endorsement, and log a client note without being walked through it? Ask for a specific task example during screening.
• English level: B2 means drafting a client email without editing, not a perfect American accent. Require a writing sample or short recorded intro during screening to verify — do not rely on self-reporting.
• Attention to detail: Policy numbers, effective dates, named insureds — one transposed digit means an uninsured client at a claim. Ask for a past example where the candidate's accuracy caught or prevented a problem.
• EST overlap: 2-3 hours is the minimum for a responsive working relationship; 4+ hours gives you a near-synchronous team member who can handle time-sensitive requests the same business day.

The Sourced candidate pool lets you filter by AMS experience and stated English level before the first screen — so you are reviewing qualified applicants, not sorting through general VAs who listed "MS Office" and called it insurance experience. For vetted insurance VA candidates specifically, see our insurance staffing page.

What Tasks to Leave Out of Your Insurance VA Job Post?

Leave out any task that requires a state insurance license: soliciting, selling, negotiating, or binding coverage. A job post implying a VA can handle licensed activities creates compliance risk before the hire is made. The templates above are written to stay inside unlicensed scope — review any additions against your state's requirements before posting.

• "Recommend coverage options to clients" — a licensed agent recommends. The VA can present options the agent has already prepared, not recommend them independently.
• "Bind coverage" — licensed agent only, in all 50 states, without exception.
• "Quote and sell policies" — the VA can run raters and prepare comparatives; the licensed agent presents and closes. The distinction matters in every state.
• "Advise clients on their claim" — the VA can track status and communicate updates; claims advocacy and coverage advice go through the licensed team.

For a task-by-task breakdown of where the licensing line falls — including state-by-state nuances for COI issuance, quoting support, and client communication — see What Can an Unlicensed Insurance VA Legally Do? Your hired VA can keep that post as a working reference.

The NAIC producer licensing guide distinguishes licensed activities (soliciting, selling, negotiating, or binding insurance) from administrative and clerical work — a useful reference when reviewing your job post for compliance scope.

What to Include in the Compensation Section

Don't leave the pay range blank. According to SHRM research on pay transparency, 82% of U.S. workers say they're more likely to apply for a role that lists pay upfront, and 66% of organizations that include a pay range report a higher quality of applicants. For remote insurance VAs, include a monthly rate in USD — remote support is priced by month, not hour.

• Monthly rate in USD: remote insurance VAs price in USD regardless of their location.
• Hours commitment: full-time (40h/week) or part-time — candidates need to know before applying.
• EST overlap requirement: state it explicitly, e.g., "must overlap EST by at least 3 hours."
• Any extras: equipment stipend, CE reimbursement, schedule flexibility — these differentiate your posting in a competitive market.

For context on current market rates for remote insurance support, see What Does an Insurance Virtual Assistant Cost? — it breaks down typical monthly rates by role type and the factors that push them higher or lower.