Office Assistant-Data Entry-Filing Clerk

Job Title: Office Assistant & Administrative Support (Part-Time)| 
Company: Be Well Insurance Solutions 
Location: Santa Clara, California (with potential for hybrid/remote elements depending on tasks) 
Employment Type: Part-Time
Hours: Approximately 8 hours per week (flexible scheduling to be coordinated with team needs)
 Reports to: Office Manager / Principal

About Be Well Insurance Solutions Be Well Insurance Solutions is an independent insurance agency dedicated to providing personalized, high-quality insurance solutions for individuals, families, and businesses. We offer a wide range of products, including health, dental, vision, life, property & casualty, and more, partnering with top-rated carriers to deliver tailored, cost-effective coverage with professionalism and compassion.

Job Summary We are seeking a highly organized, detail-oriented, and reliable Office Assistant to join our small, dynamic team in a versatile "Jack of all Trades" support role. This part-time position focuses on maintaining order in our physical and digital records, ensuring accurate data management, and contributing creative ideas to improve office efficiency and client service. The ideal candidate thrives in a supportive environment where precision is paramount, and enjoys taking initiative to keep operations running smoothly.

Key Responsibilities

• Organize, file, and maintain physical paperwork, client documents, and policy records in a logical, easy-to-access filing system.
• Perform accurate data entry of client information, policy details, and updates into our insurance database and management systems, with zero tolerance for errors.
• Assist with general office organization, including sorting incoming mail, scanning documents, archiving old files, and maintaining a clean, efficient workspace.
• Support administrative tasks as needed, such as preparing basic reports, labeling files, inventorying office supplies, and helping with light correspondence or client file preparation.
• Identify opportunities for process improvements in filing, organization, or data handling, and propose creative, practical solutions to enhance workflow.
• Ensure all work adheres to strict confidentiality standards and complies with insurance industry regulations regarding client data privacy.
• Collaborate with team members to support overall office operations and client service excellence.

Qualifications & Requirements

• Proven strong organizational skills with a demonstrated ability to create and maintain efficient filing and record-keeping systems (physical and digital).
• Exceptional attention to detail and a meticulous approach — accuracy is non-negotiable in data entry and document handling.
• Previous experience in administrative support, office organization, filing, or data entry preferred (insurance or professional services environment a plus, but not required).
• Creative mindset with vision for improving systems and processes while respecting established protocols.
• Proficiency with basic computer applications (e.g., Microsoft Office, email, databases); experience with insurance agency management software is a bonus but not required — training provided.
• Reliable, dependable, and able to work independently with minimal supervision during scheduled hours.
• Excellent time management skills to effectively prioritize tasks within limited weekly hours.
• High level of integrity and commitment to confidentiality, given the sensitive nature of client insurance information.
• Positive attitude and willingness to take on varied tasks as a true team player.

What We Offer

• Flexible part-time schedule of approximately 8 hours per week.
• Opportunity to contribute meaningfully to a respected local insurance agency serving clients with care.
• Supportive, collaborative small-team environment.
• Potential for growth in responsibilities as the agency evolves.

If you are a well-organized, creative problem-solver who takes pride in precision and enjoys keeping things running efficiently behind the scenes, we encourage you to apply. Please submit your resume and a brief note explaining why you are a strong fit for this role.

Be Well Insurance Solutions is an equal opportunity employer.