Job Title: Receptionist
Reports To: Commercial Lines Manager(s)
FLSA Status: Non-exempt
Job Code: Admin II
Summary Operates multi-line telephone system to answer incoming calls and directs callers to appropriate personnel by performing the following duties.
Include the following. Other duties may be assigned.
Follows company policies and procedures with respect to all essential duties and responsibilities of the job.
Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department.
Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel. Maintains lobby appearance.
Assists with sorting and routing mail as needed.
Orders, receives, and maintains office supplies.
Processes binder requests for service staff.
Performs other clerical duties as needed, such as filing, photocopying, and collating.
Retrieves messages from voice mail and forwards to appropriate personnel.
Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
Answers questions about organization and provides callers with address, directions, and other information.
Monitors visitor access when required.
Retrieves and routes incoming faxes and bulk mail that comes in through email.
Creates and prints correspondence, reports, and other documents when necessary.
Orders business cards and specialty printed materials for the office.
Updates office directory and other similar documents.
Processes incoming and outgoing mail and UPS/FedEx packages.
Orders and organizes lunches for office meetings and reserves conference rooms in Office365 calendar.
Completes daily check log and deposits.
Contacts property management team regarding work orders/issues.
Handles vendor issues & schedules service related appointments for equipment.
Contacts IT department when office experiences technical issues.
Assists with large certificate runs by assisting with certificate folding/mailing.
Assists with certificates of insurance, motor vehicle reports, insurance invoice audits and claim filing as needed to back Account Coordinators.
Assists with payment follow ups to clients on past due payments.
This job has no supervisory responsibilities.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms. The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.