About the Role Many of our customers and the venues we work with ask for a Certificate of Insurance before we can deliver, set up, or work on site. In this role, you'll make sure every order has the right COI in place, accurate and on time, so jobs aren't held up. You'll work closely with our sales, operations, scheduling, and accounting teams and with our insurance broker. Job Overview Responsibilities Our team moves quickly to keep orders on schedule, and we're looking for an organized, detail-oriented Administrative Assistant to help manage Certificates of Insurance (COIs) for customer orders. What You'll Do Receive and review COI requests tied to customer orders, and confirm what each one needs: certificate holder, additional insured wording, coverage limits, waiver of subrogation, and so on. Send accurate requests to our insurance broker and follow up so certificates are issued before order deadlines. Check each finished COI against the customer's requirements before sending it out. Keep a COI log or tracker current so every certificate is linked to its order, customer, and expiration date. Send certificates to customers and venues, and answer their follow-up questions. Work with the accounting team on order-related paperwork, including confirming order and customer details, sharing COI status for billing, and tracking any insurance-related charges. Flag orders at risk of delay because a COI is missing or incomplete, and let the internal team know. Keep digital records organized and easy to retrieve. Help with general admin work as needed, including data entry, filing, email and phone support, and order paperwork. What We're Looking For 1-2+ years of administrative, office, or customer service experience. Bachelor's Degree Very close attention to detail. Small errors on a COI can delay a job. Strong organization and follow-through when juggling many requests with different deadlines. Clear, professional written and verbal communication. Comfortable with email, Microsoft Office or Google Workspace (especially Excel or Sheets), and learning new systems. Able to work independently and ask good questions when something doesn't look right.stems and phone etiquette. Perform data entry and maintain accurate records using spreadsheets, Microsoft Office applications, and other productivity software. Handle clerical tasks such as filing, document processing, word processing, and managing correspondence efficiently. Assist with client communication by providing excellent customer service and support via phone or email. Experience with QuickBooks or similar accounting software is a plus but not needed. Excellent organizational skills with the ability to multitask effectively in a fast-paced environment. Demonstrated ability to manage calendars, prioritize tasks, and handle phone communication professionally.

Pay:

$25.69 - $30.94 per hour Expected hours: 40.0 per week

Benefits:

401(k) Dental insurance Health insurance Vision insurance

Work Location:

In person