Broking Assistant

Duties And Responsibilities

• Data Entry and Management (New business and on-going)
• Input client information, policy details, and claims data into the broking system.
• Autonomously managing online quoting systems (as allowed, trained, and directed)
• Update and maintain client records, ensuring data integrity and compliance.
• Verify data accuracy by cross-checking documents and flagging discrepancies.
• Administrative Support
• Process invoices and related debtor management post 14 days, 31 days etc. Running Debtor reports.
• Prepare reports and spreadsheets (e.g., policy renewal lists, premium summaries).
• Assist with general office tasks, such as managing email inboxes, drafting correspondence, and coordinating team meetings.
• On-going Document Preparation and Organization
• Prepare standard documents, such as pre-renewal fact finders, issuing of proposal forms, policy schedules, renewal notices, and invoices, using templates provided by the brokerage – and ensuring follow-ups are issued/chased/tracked.
• Organise and file electronic documents in the brokerage's document management system, ensuring easy retrieval.
• Autonomously managing online quoting systems (as allowed, trained and directed) including Envest Marketplace, Sunrise and Insurer systems.
• Scan, upload, and categorize client correspondence, including emails and physical documents sent to the brokerage.
• Client Communication Coordination
• Respond to routine client inquiries (e.g., requests for policy documents or payment details) via email, using pre-approved scripts.
• Schedule appointments and meetings between clients and licensed brokers, managing calendars, and sending reminders.
• Forward any client queries requiring advice or technical expertise to brokers immediately.
• Claims Support
• Assist with administrative tasks related to claims processing, such as collecting and collating claim forms and supporting documents.
• Liaise with insurers' claims departments to track claim progress and update clients on status (without providing advice).
• Maintain accurate records of claims activities in the CRM system.
• Team Collaboration (case-by-case)
• Participate in virtual team meetings to provide updates on tasks and receive instructions.
• Collaborate with onshore staff to ensure seamless workflow and timely task completion.
• Provide feedback on administrative processes to improve efficiency, as requested.

Qualifications

• Detail oriented.
• 2 years of working experience in AU Insurance.
• Hands-on experience with WinBeat and OfficeTech will be beneficial.
• Strong organisational, project management, and problem-solving skills with impeccable multi-tasking abilities.
• Ability to follow process and work independently.
• Communicate progress and/or report issues.
• Insurance experience would be beneficial.