Contract-to-Hire Position Overview A2Z Staffing Solutions is seeking a highly organized, detail-oriented Insurance Administrative Assistant to support a locally owned, independent insurance agency in Helena, Montana. This role combines administrative support, customer service, data entry, CRM management, document management, insurance operations, sales support, and executive scheduling. The ideal candidate enjoys keeping information organized, maintaining accurate records, communicating professionally with clients and insurance carriers, and making sure important tasks and follow-up items are completed. The agency works with multiple insurance carriers and assists clients with a variety of insurance and specialized vehicle coverage needs. This is a fast-paced, technology-driven office where accurate documentation, responsive client service, and attention to detail are essential. This is an excellent opportunity for someone with strong administrative or customer service experience who wants to build additional knowledge of insurance operations. Previous insurance experience is helpful but is not required. Key Responsibilities Enter, maintain, and update accurate client and prospect information in CRM, agency management, and database systems Perform detailed data entry and maintain complete electronic client records Upload, label, organize, retrieve, and maintain digital documents and files Update client accounts, activity notes, and documentation related to new business, policy changes, endorsements, cancellations, claims-related communications, and other service activity Monitor incoming emails and assist with client communication and follow-up Communicate professionally with clients, prospects, insurance carriers, and business partners Contact insurance carriers to obtain or clarify information related to applications, policy changes, endorsements, cancellations, and other service requests Gather missing information and ensure client and policy records are complete and accurate Maintain insurance tracking reports and other administrative records Maintain and update CRM and sales pipeline stages Gather and organize client and prospect information for agency technology and AI-supported workflow tools Prepare daily summaries and organize outstanding tasks and follow-up items Schedule appointments and meetings and send calendar invitations Assist with calendar management, time management, and administrative support for the agency owner Track outstanding client needs, sales activities, and administrative tasks through completion Support efficient workflow between clients, the agency, and insurance carriers Requirements Strong organizational skills and exceptional attention to detail Ability to accurately enter, review, and maintain detailed information Strong written and verbal communication skills Professional and friendly customer service skills Ability to organize, prioritize, and manage multiple responsibilities Consistent follow-through and ability to complete tasks without repeated reminders Comfort working extensively on a computer and using multiple software systems Basic proficiency with Microsoft Office, email, calendars, and general office technology Ability to learn new CRM, database, insurance, and workflow systems Ability to maintain accurate electronic records and documentation Ability to handle confidential client and business information appropriately Reliable and consistent work habits Ability to work effectively in a fast-paced professional environment Preferred Experience / Skills The following experience is helpful but not required: Administrative Assistant, Executive Assistant, Office Assistant, or Administrative Coordinator experience Customer service or client service experience Insurance agency or insurance operations experience CRM or database management Data entry and electronic records management Document management and electronic filing AMS360 or other insurance agency management software HubSpot or other CRM software Microsoft Office Email and calendar management Sales pipeline or lead tracking Insurance carrier communication Policy service support, including policy changes or endorsements Experience using technology or AI-enabled business tools to improve administrative workflows Who Will Do Well in This Role? This role is likely to be a strong fit for someone who: Notices when information is missing, inconsistent, or inaccurate Likes organizing information and creating order Takes pride in keeping records, notes, databases, and systems accurate Enjoys administrative work and doesn't mind spending a significant portion of the day working within computer systems Is comfortable moving between customer communication, data entry, document management, research, scheduling, and follow-up Takes thorough notes and understands why good documentation matters Naturally follows up on unfinished work Doesn't need repeated reminders to complete assigned tasks Learns new software and technology quickly Enjoys finding efficient ways to manage repetitive administrative processes Can communicate warmly and professionally with clients while remaining highly detail-oriented Is curious and willing to learn about insurance products, carriers, and agency operations Wants the opportunity to learn, take on additional responsibility, and potentially grow into a larger role over time A significant portion of this position involves data entry, CRM maintenance, documentation, electronic records, and administrative follow-through. Someone who enjoys detailed, system-oriented work is likely to be much happier in this position than someone looking primarily for a front-desk or highly social role.
Job Type:
Full-time Pay:
From $25.00 per hour Expected hours: 40.0 per week
