Virtual Assistant

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Overview:

 

The Virtual Assistant at BFW Insurance plays a pivotal role in ensuring the smooth operation of our CRM system, managing leads, and supporting various administrative and technical tasks. This position requires meticulous attention to detail, excellent organizational skills, and a proactive approach to problem-solving.

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Summary: The Virtual Assistant role at BFW Insurance is integral to maintaining our CRM’s functionality, managing client interactions, and supporting the recruitment of new agents. This position demands a high level of professionalism, organization, and technical acumen to ensure the seamless operation of our administrative processes.

 

Key Responsibilities:
 

1. CRM Management:

   • Lead Importation: 

     1. Verify and scrub leads under DND law 

     2. Organize and validate the data flowing through our SimplyWork CRM

     3. Structure data accordingly to match the forms submitted by clients

     4. Import finalized data into databases

     5. Schedule appropriate campaigns to contact potential clients

2. Campaigns and Templates Updates:

   • Templates Update: 

     1. Ensure all text templates are compliant and up-to-date

     2. Develop new campaigns based on the duration of the service requested by the client

3. Technical Support:

   • Issue Identification: 

     1. Detect errors within our CRM that may impede its functionality and promptly address them to maintain operational efficiency

4. Message Responses:

   • Active Campaign Management: 

     1. Respond to inquiries related to active campaigns and address any questions regarding the forms submitted by potential clients

5. Appointment Scheduling:

   • Client Consultations: 

     1. Schedule appointments for potential clients to receive consultations from our designated agents

6. Opportunity Tracking:

   • Follow-up: 

     1. Engage with potential clients to schedule consultations with our designated agents

   • Categorization: 

     1. Ensure that each client responding to our introductory messages is appropriately categorized based on the outcome of their interaction, maintaining an organized database

7. Calendar Management:

   • Agenda Organization: 

     1. Maintain a clean and organized calendar to ensure efficient scheduling and time management

8. Organizational Table Updates:

   • Client Information: 

     1. Update organizational tables with relevant client information to quickly identify purchased products and ensure each client’s data is current within our CRM

   • Lead Consumption: 

     1. Track and update weekly data on the number of leads utilized and appointments scheduled

 

Skills and Qualifications:

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• Proficiency in CRM systems

• Strong organizational and multitasking abilities

• Excellent communication skills, both written and verbal

• Attention to detail and accuracy

• Proactive problem-solving skills

• Ability to work independently and as part of a team