Job Title: Administrative Coordinator
Reports to: Office Manager
FLSA Status: Non-Exempt
Job Code: AD14ADMN
Agency: Mt. Laurel, NJ
Summary Performs a variety of clerical functions including typing, data entry, scanning, copying, and serves as the agency receptionist while providing support to other departments.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
Answer incoming phone calls, determine purpose of callers, and forwards calls to appropriate personnel or department. Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable. Answers questions about the organization and provides callers with address, directions, and other information. Retrieves messages from voice mail and forwards to appropriate personnel.
Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel. Maintains lobby appearance. Monitors visitor access when required.
Manage company mail, faxes, and packages according to established procedures.
Orders, receives, and maintains office supplies. Orders business cards and specialty printed materials for the office.
Follows company policies and procedures with respect to all essential duties and responsibilities of the job.
Creates and prints correspondence, reports, and other documents when necessary. Files records and performs other clerical tasks as directed.
Uses a desktop or laptop computer to create Word documents, spreadsheets, presentations or other Microsoft Office files as directed.
Orders and organizes lunches for office meetings and reserves conference room schedule in calendar.
Responsible for assisting with marketing activities for the Employee Benefits Department, including but not limited to obtaining necessary information to prepare the request for proposal (RFP); contacting carrier to insure receipt of request for proposal; reports to assigned Account Executive any issues that are identified; follows up to make sure RFP deadlines are met by the carriers/service vendors; and create spreadsheets with plan details and rate exhibits for Account Executive.
Develop and maintain a clear understanding of carrier's product offerings and processes to maintain an efficient workflow.
Follows agency policies and procedures including but not limited to entering plan information via Agency Management System, HIPPA compliance, and filing and file maintenance.
Responsible for data entry of commission statements and transitioning informaiton between systems.
Participates in special projects/teams, proactively identifies area to assist team members, assists in workflow review and improvement initiatives.
Qualifications 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
Minimum of high school diploma or general education degree (GED). Prior insurance agency experience a plus.
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.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
To perform this job successfully, an individual should have a working knowledge of word processing, spreadsheet, presentation, email and internet software.