Administrative Assistant

About Asiacruit

At Asiacruit, we connect top talent with forward-thinking organizations across industries. Our mission is to help businesses grow through smart, strategic, and people-focused solutions. We support companies by providing high-quality Philippine-based talent for local and global markets. If you are organized, dependable, detail-oriented, and committed to providing excellent administrative support, we invite you to apply.

Position Overview

We are seeking an Administrative Assistant to support daily administrative, operational, insurance, and accounting activities. This role will assist with calendar management, email and document coordination, data entry, file maintenance, meeting support, invoice and payment documentation, customer and vendor communication, and administrative reporting.

The ideal candidate is highly organized, service-oriented, and able to manage multiple priorities while maintaining accuracy and confidentiality. This position will work closely with accounting, finance, insurance, claims, underwriting, billing, operations, customers, vendors, and other business partners to support efficient office and financial processes.

Key Responsibilities

Administrative and Office Support

• Provide day-to-day administrative support to accounting, finance, insurance, claims, underwriting, billing, and operations teams.

• Manage calendars, schedule meetings, coordinate appointments, and send reminders to internal and external participants.

• Prepare agendas, meeting materials, notes, action items, correspondence, and follow-up communications.

• Monitor shared inboxes, route inquiries, respond to routine requests, and escalate issues to the appropriate team member.

• Draft, format, proofread, and distribute letters, reports, presentations, forms, notices, and other business documents.

• Coordinate office supplies, equipment, service requests, and other administrative needs.

• Support special projects, process improvement initiatives, and other administrative duties as assigned.

Insurance Administration Support

• Assist with organizing and maintaining policy, billing, claims, underwriting, customer, carrier, and vendor records.

• Enter and update insurance information in policy administration systems, customer relationship management systems, spreadsheets, and internal databases.

• Review forms, policy documents, endorsements, certificates, invoices, claims documentation, and other records for completeness and accuracy.

• Assist with processing routine policy, billing, claims, premium, commission, refund, and carrier-related administrative requests.

• Coordinate the collection of missing information and supporting documentation from customers, policyholders, carriers, vendors, and internal departments.

• Track policy renewals, documentation requests, claims updates, payment status, outstanding items, and administrative deadlines.

• Maintain organized records of communications, transactions, approvals, and follow-up activities.

• Coordinate with accounting, finance, underwriting, claims, billing, and operations teams to resolve administrative discrepancies.

Accounting and Financial Administration

• Assist with organizing invoices, receipts, expense reports, payment requests, purchase orders, and other accounting documentation.

• Enter invoice, payment, customer, vendor, and expense information into accounting systems or spreadsheets as directed.

• Match invoices and payment requests to purchase orders, contracts, receipts, policy records, or other supporting documentation.

• Monitor invoice approvals, payment schedules, outstanding requests, and required follow-up activities.

• Assist with preparing customer statements, vendor correspondence, payment summaries, expense reports, and administrative schedules.

• Support bank, credit card, accounts payable, accounts receivable, carrier, and general ledger reconciliation activities by gathering and organizing information.

• Research routine discrepancies involving invoices, payments, customer accounts, vendors, carriers, and internal records.

• Maintain organized files for financial transactions, audit requests, approvals, and supporting documentation.

Data Entry, Reporting, and Record Management

• Enter, update, verify, and maintain accurate information in spreadsheets, databases, accounting systems, insurance platforms, and document management systems.

• Prepare recurring administrative reports, tracking logs, status updates, activity summaries, and management reports.

• Compile information from multiple sources and identify missing, inconsistent, or incomplete data.

• Maintain electronic and physical filing systems in accordance with company procedures and document retention requirements.

• Organize records using consistent naming conventions, folder structures, indexing practices, and version control.

• Assist with data cleanup, document audits, report preparation, and administrative quality checks.

• Use Microsoft Excel, word processing, email, calendar, presentation, and collaboration tools to complete daily responsibilities.

Communication and Customer Service

• Communicate professionally with customers, policyholders, vendors, carriers, insurance professionals, and internal departments.

• Respond to routine inquiries by email, phone, or other approved communication channels.

• Provide status updates and follow up on pending documentation, approvals, payments, requests, and action items.

• Direct complex questions or sensitive issues to the appropriate accounting, insurance, claims, or management contact.

• Maintain a professional, helpful, and service-oriented approach in all interactions.

Confidentiality, Controls, and Compliance

• Protect confidential financial, customer, policyholder, claims, employee, and business information.

• Follow established administrative procedures, approval workflows, access controls, and document retention requirements.

• Assist with preparing documentation for audits, compliance reviews, regulatory requests, and internal assessments.

• Identify missing information, processing errors, duplicate records, control issues, and opportunities to improve administrative processes.

• Maintain accurate records of approvals, communications, transactions, and completed tasks.

• Perform other administrative, insurance, accounting, and operational duties as assigned.

Qualifications

Requirements

• Associate degree or bachelor's degree in Business Administration, Accounting, Finance, Insurance, Office Administration, or a related field.

• 1+ year of experience in administrative support, office administration, customer service, insurance, accounting, finance, or a related role.

• Proficiency with Microsoft Office applications, including Microsoft Excel, Word, Outlook, and Teams or similar collaboration tools.

• Strong data entry, document management, scheduling, organization, and time management skills.

• Ability to review information carefully and maintain accurate records across multiple systems and files.

• Basic understanding of invoices, expense reports, payment requests, accounts payable, accounts receivable, or financial documentation.

• Ability to manage multiple priorities, meet deadlines, and follow established procedures.

• Strong English communication skills, both written and verbal.

• Professional telephone, email, and customer service skills.

• Ability to handle confidential information with discretion and professionalism.

• Reliable internet connection, suitable home office environment, and ability to work effectively with remote or international teams.

Preferred

• Experience supporting an insurance agency, insurance carrier, accounting firm, financial services company, or professional services organization.

• Familiarity with insurance terms, policy administration, premium billing, claims processing, commissions, carrier correspondence, or renewals.

• Experience supporting accounting or finance teams with invoices, expense reports, payment tracking, reconciliations, or audit documentation.

• Experience using accounting software, customer relationship management systems, policy administration platforms, enterprise resource planning systems, or document management tools.

• Advanced Microsoft Excel skills, including formulas, sorting, filtering, lookup functions, and pivot tables.

• Experience preparing reports, maintaining tracking logs, coordinating schedules, or supporting cross-functional projects.

• Familiarity with U.S. insurance, accounting, privacy, or financial documentation practices.

Why Join

• Join a collaborative team supporting administrative, insurance, and accounting operations for organizations across the financial services industry.

• Develop practical experience in office administration, insurance processes, accounting support, data management, customer service, and business operations.

• Build valuable organizational, communication, technical, and problem-solving skills through exposure to diverse teams and workflows.

• Make a meaningful impact by helping teams maintain accurate records, timely communication, organized documentation, and efficient processes.

• Receive competitive compensation and opportunities for professional development and career growth.

• Work in a supportive, international environment with exposure to cross-functional teams and industry professionals.