Job Title: Receptionist/Administrative Assistant
Reports to: CL Manager
FLSA Status: Non-exempt
Job Code: AD13ADAN
Summary Compiles, updates, and maintains files, submitting requests to underwriters, obtaining results, and reporting results to appropriate people or companies, and entering data into appropriate customer contact system by performing the following duties.
Essential Duties and Responsibilities 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. Responsible for front-end mail scanning into agency management system.
Orders, receives, and maintains office supplies.
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.
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
Post-secondary degree and more than three 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.
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 and internet software.