Virtual Assistance & Operations
Insurance Agency Virtual Assistant
Quote follow-up, policy admin, and renewal chasing for independent agencies.
Who this is for
- Independent insurance agencies
- Brokers with heavy renewal books
- Commercial lines producers
- Agency owners handling their own admin
Problems solved
- - Quote requests are not followed up
- - Renewals slip past the date
- - Documents are chased manually
- - AMS and CRM data is stale
What I handle
Quote request intake and follow-up sequences
Document and declaration page collection
Renewal calendar and reminder outreach
Policy change request coordination
AMS and CRM record hygiene
Client service inbox management
Deliverables
- ✓ Quote pipeline report
- ✓ Renewal calendar with owner per policy
- ✓ Complete document packets
- ✓ Clean client records
Tools
HubSpotApplied / AMS portalsGoogle WorkspaceDocuSignGoogle Sheets
Process
- 01Map the book
List renewal dates, policy types, and current gaps.
- 02Sequence
Build quote follow-up and renewal outreach cadences.
- 03Run
Execute daily follow-up and document chasing.
- 04Report
Weekly quote and renewal status with risks flagged.
Example workflows
- - Quote request: acknowledge, collect documents, follow up until bound or closed
- - 90/60/30 days before renewal: staged outreach
- - Policy change: collect, submit, confirm
KPIs I track
Quote-to-bind rateRenewal retentionDocument turnaround timeRecords with complete data
Frequently asked
Do you sell or advise on policies?
No. Licensed activity stays with your producers. I handle administrative follow-up and coordination.
Can you work in our AMS?
Yes, with the access level you grant. I follow your data-entry standards exactly.
How far ahead do renewals start?
Typically a staged 90, 60, and 30 day sequence, adjusted to your lines of business.
Related
Related services
Ready to hand this off?
Tell me a little about your team and this workstream - I'll come back with fit and a starting plan.