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Administrative Support

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General Description: The Administrative Assistant performs administrative and office support activities to a department or managers below the executive level. Duties include fielding telephone calls, receiving and directing visitors, word processing, coordinating site visits, ordering office supplies, and record keeping. Assist Sales Executive and Account Manager in servicing and retention of Commercial clients. Works to ensure client retention goals are met by responding promptly to requests from Sales Executive and Account Manager.  

Responsibilities:

  • Supports general business operations through the completion of administrative tasks such as preparation and editing of presentations, proposals and correspondence.
  • Answers office phone and directs calls appropriately.
  • Scanning duties may include certificates, account profiles, or mailings; scan P&C, Personal Lines and Employee Benefits material.
  • Maintains knowledge of personnel to coordinate direction of visitors, calls, and mail appropriately.
  • Coordinates incoming and outgoing mail distribution for assigned location; ensures that mail, faxes, and other communications are delivered timely and accurately.
  • Meet and greet clients and visitors.
  • Perform general clerical duties to include but not limited to photocopying, faxing, mailing, and filing.
  • Set up and coordinate meetings and conferences.
  • Support staff in assigned project based work.
  • May coordinate day-to-day facilities management issues; heating, ventilation, air conditioning, plumbing and safety problems to building maintenance; monitors facility cleaning activities and refers any problems to onsite supervisor or manager.
  • Ensures important office services information is communicated to staff and other appropriate internal and external contacts; ensures that communication channels are established and used so that important information is exchanged as needed.
  • Other duties as assigned.
  • Maintain client files accurately and consistently; responsible for proper documentation of files and proper communication to all in accordance with company workflows, procedures and best practices.  Maintain a high degree of accuracy in agency management and document management systems. Adhere to ImageRight workflows.
  • Other projects, as needed by Sales Executive or Account Manager.
  • Participate in basic client services such as issuing Certificates of Insurance, Evidence of Property Coverage and Auto ID Cards.
  • At the Account Manager’s direction, order various endorsements from carriers, confirm changes to client, follow-up for receipt of endorsements, verify their accuracy and deliver to client with appropriate correspondence.
  • Process various documents such as policy audits, cancellations and reinstatements.

Knowledge, Skills and Abilities:

  • Must have experience with administrative and office management.
  • Minimum of 1 year of experience in an insurance agency environment.
  • Must hold state Property & Casualty insurance license or willing to obtain one within an agreed upon timeframe.
  • Must have an understanding of the insurance product and the ability to handle and prioritize multiple tasks in an organized manner.
  • College degree preferred. High School graduate.
  • Proficient in Microsoft Word, Excel, and PowerPoint.
  • Knowledge of clerical and administrative procedures.
  • Knowledge of consumer service practices and principles.
  • Strong keyboard skills.
  • Good communication skills and professional personal presentation.
  • Organizing, planning, and customer service orientation
  • Detail oriented with the ability to organize effectively.
  • Should be honest, respectful, and trustworthy.

Job ID:

20958

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Notice to Recruiters and Agencies regarding unsolicited resumes or candidate submissions without prior express written approval.
Resumes submitted or candidates referred to USI Insurance Services by any external recruiter or recruitment agency by any means (including but not limited to via Internet, e-mail, fax, U.S. mail and/or verbal communications) without a properly executed written contract for a specified position by an authorized member of the Talent Acquisition team become the property of USI Insurance Services. The Company will not be responsible for, or owe any fees associated with, referrals of those candidates and/or for submission of any information, including resumes, associated with individuals.

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