Administrative Assistant

Job Description

Kasey Osman Insurance is looking for a highly organized, dependable Administrative Assistant to support our service team. This role is the behind-the-scenes engine of the agency, handling the paperwork, follow-ups, and organization that allow our Customer Service Representatives to spend more time taking great care of our clients.

If you love checking things off a list, you're the person friends call when they need something organized, and you take pride in being the reason the day runs on time, we want to meet you.

You'll wear two hats. Primarily, you'll support the service team with renewals, endorsements, late-pay follow-up, and CRM hygiene. You'll also help run the front office by greeting walk-ins, answering calls, and keeping the office guest-ready. We pride ourselves on a positive atmosphere where team members and clients feel valued, and this role is central to making that happen.

• Paid Time Off (PTO)
• Work from Home
• Flexible Schedule
• Health Insurance
• Dental Insurance
• Vision Insurance
• Disability Insurance
• Parental Leave
• Hands on Training
• Mon-Fri Schedule
• Career Growth Opportunities
• Retirement Plan

• Pull, prepare, and send renewal packets, endorsements, and policy documents to clients.
• Follow up on outstanding underwriting items, inspections, photos, and documentation.
• Assist with late-pay follow-up via outbound reminder calls, emails, and texts.
• Process and document policy changes, endorsements, and simple service requests as directed by the CSRs.
• Keep the CRM clean by updating client information, attaching documents, and closing out tasks.
• Scan, file, and organize incoming mail, client documents, and carrier correspondence.
• Prepare cancellation and reinstatement paperwork for CSR review.
• Pull reports and lists to help the service team stay on top of renewals, cancellations, and follow-ups.
• Greet walk-in clients warmly and create a positive first impression of the agency.
• Answer incoming calls, route them to the correct team member, and take accurate messages.
• Manage the general agency inbox and distribute correspondence to the right person.
• Schedule appointments, manage calendars, and send appointment reminders.
• Order office supplies and keep the office tidy, stocked, and guest-ready.
• Assist with community events, client appreciation events, and local sponsor ships.
• Handle ad-hoc projects for the owners and sales team as needed.

• 1+ year of administrative, reception, or office support experience preferred.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Friendly, professional phone and in-person demeanor.
• Proficiency with Microsoft Office / Google Workspace and comfort learning new software (CRM, document management, etc.).
• Ability to juggle multiple priorities and stay calm under pressure.
• Reliable, punctual, and trustworthy with confidential client information.
• High school diploma or equivalent required.
• Prior experience in an insurance agency, financial services office, or similar client-facing business a plus.
• Bilingual (English/Spanish) a plus.
• Interest in growing into a licensed CSR or other role within the agency a plus. We support career growth from within.