Administrative Assistant

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.

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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• Associate degree or bachelors 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.

• 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.

• 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.