Administrative Assistant (General Liability Insurance Knowledge)

Our client is a US East Coast specialty contractor that installs on commercial, institutional, and government construction projects, working under general contractors and project owners. Every job they win starts with paperwork that has to be right: the project setup in the CRM and in QuickBooks, the certificates of insurance and additional insured endorsements the general contractor is waiting on, the OCIP enrollment for the owner’s wrap-up program, the prequalification packet, the tax-exempt certificate, and the contract prepared for the president’s signature. You would own all of it.

You will report to the company’s leadership team and work directly with their insurance agents, their customers, and the general contractors they work under. Nothing you handle is glamorous, and all of it is load-bearing—a missing endorsement or a lapsed certificate can stop a crew from mobilizing. That is why this seat takes a particular kind of person: someone who understands what a GL policy, an umbrella, and an experience mod actually are, and who starts a task, finishes it completely, documents it, and only then moves to the next one.

This is a full-time remote role on US Eastern business hours. Training is provided for contract review. A working understanding of general liability insurance is required from day one — the client has said plainly that this is a requirement, not a preference.

Key Responsibilities

Project Set Up & Management

• Set up new projects in Ignite (the company’s 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

• Work with the company’s 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 the company’s 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

Requirements

• 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 at the same time
• Strong written and verbal English—responsive, professional, and clear in all customer and internal correspondence, by email and by phone
• Ability to start a task and complete it fully before moving on—methodical and thorough, not scattered
• Basic QuickBooks knowledge—comfortable with data entry and project setup in QuickBooks Online
• Proficiency in Adobe Acrobat, Microsoft Word, Microsoft Excel, and Google Sheets
• Reliable and self-directed in a remote work environment, on US Eastern business hours

Preferred Qualifications

• Experience with Ignite CRM or comparable project management or CRM software
• Experience with BidBoard or a similar construction bidding platform
• Prior experience in construction, specialty contracting, or another 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
• Prior work supporting a US insurance agency, broker, or contractor on certificates and endorsements

Tools & Software

• QuickBooks Online — customer and project setup, estimates, billing support (primary platform)
• Ignite CRM — project setup and tracking (training provided; comparable CRM experience welcome)
• Adobe Acrobat—contracts, certificates, fillable prequalification and enrollment forms
• Microsoft Word and Excel—contract preparation, project tracking, monthly reporting
• Google Sheets—shared tracking as required by the client
• BidBoard or a similar construction bidding platform (preferred)
• Microsoft Teams and OneDrive—communication and file sharing with Remote Raven

What Makes You a Great Fit

• You understand the difference between a GL policy and a WC policy, and you know what an experience mod number is and why a general contractor asks for it
• You know that a certificate of insurance is evidence of coverage and that the additional insured endorsement is what actually extends it—and you have asked an agent for both
• Your project files are complete, organized, and always up to date, and anyone could find the executed contract or the current certificate without asking you
• You start a task, finish it completely, document it properly, and then move to the next one
• Customers and general contractors get a response from you promptly—nothing sits in your inbox without an acknowledgment, even when the answer is “not yet, and here is when."
• You are comfortable on the phone with a US customer, and your written English needs no editing before it goes out under the company’s name
• You are the organized backbone that keeps projects set up correctly and moving forward

Benefits

What We Offer

• Up to $6/hour
• 100% remote work
• Full-time role

We hire for the long haul, so a steady track record of staying and growing always moves you up our list.

To apply:

Ensure your LinkedIn profile and resume are up-to-date and comprehensive (submit a comprehensive resume in English, PDF format), and complete the assessment in this link: https://assessment.aptiveindex.com/s/aj0E351zZz7J

A quick note on how we will reach you: our recruitment team communicates primarily through Telegram, using the mobile number on your application and resume. Please make sure that number is active and registered on Telegram, since this is where screening and interview scheduling happen. If it is not registered yet, you can set it up right after you apply—it takes only a few minutes and keeps your application moving without delay.

By applying, you consent to being contacted via the contact information provided in your application for recruitment purposes only.

Because of the volume of applications we receive, we're only able to follow up directly with candidates whose experience closely matches this role. If you don't hear from us within 10 days, please know we genuinely appreciate your interest—and we'd welcome your application to future openings that may be a stronger fit. Thank you for considering Remote Raven, and all the best in your search.

A note on scheduling: initial interviews run in US Mountain Standard Time (MST) within a 3:00 AM – 1:00 PM MST window. We know that takes flexibility around the time difference, and we genuinely appreciate it.