Job Description
We are seeking a highly organized and proactive Agency Administrator to ensure the smooth and efficient day-to-day operation of our office. This role involves managing administrative tasks, scheduling meetings, handling travel arrangements, and preparing reports, all while maintaining an organized and efficient filing system. If you have excellent communication skills and are adept at using office tools such as MS Excel, this might be the perfect role for you!
Key Responsibilities:
Answer phones in a courteous and efficient manner, directing calls to the appropriate team members and capturing accurate messages.
Stay informed on the whereabouts of team members and assist with their contact information when needed.
Process requests for policy and endorsement forms, as well as inquiries about Insured Closing Letters.
Send reminders and follow up on remittance from agents.
Prepare title policy reports for submission and manage accounts receivable.
Review and distribute agent statements, assisting with any questions.
Compose, edit, and type various documents, including letters, memos, and transmittals, and maintain accurate records in spreadsheets.
Organize, finalize, and prepare documents for signature and distribution.
Keep track of incoming and outgoing correspondence, ensuring proper handling.
Maintain office supplies, arrange for courier services, and ensure office equipment is in working order.
Manage calendars, schedule appointments, and organize conference room bookings, including catering arrangements.
Plan meetings, take detailed minutes, and assist with regular report preparation.
Manage and update filing systems and office procedures.
Assist with travel arrangements and the reconciliation of expense reports.
Provide general administrative support and serve as the point of contact for visitors and clients.
Collaborate with senior management and other departments to ensure all office tasks are completed effectively and efficiently.
Additional Duties:
Handle daily correspondences, including memos and outgoing mail.
Order and maintain office supplies, including coordinating equipment service.
Assist in preparing monthly expense reports and ensure all agency applications are completed on time.
Coordinate data transfers with corporate or regional offices and create user accounts for online systems.
Assist with document retrieval and preparation of new folders for approved agents.
Qualifications:
Proven experience as an administrative assistant, virtual assistant, or office administrator.
Familiarity with office management systems and procedures.
Strong proficiency with office equipment (printers, copiers, scanners, fax machines).
Excellent working knowledge of MS Office (Excel, Word, and PowerPoint).
Ability to manage time effectively and prioritize tasks in a fast-paced environment.
Exceptional attention to detail and problem-solving skills.
Strong written and verbal communication skills.
Highly organized with the ability to multitask efficiently.
Self-starter with a strong work ethic.
Education:
High school diploma (or equivalent); additional certifications or training as an administrative assistant or secretary are a plus.
Perks & Benefits:
Health, dental, and vision insurance.
Employer-paid disability and life insurance.
Flexible spending accounts.
401(k) with company match.
Paid time off and company-paid holidays.
Wellness resources.
Salary Range: $60,000 - $70,000 per year (Actual salary may vary based on experience and location.)
Physical Demands:
This role requires regular verbal communication and the ability to sit for extended periods. Occasional lifting up to 20 pounds may be required. Specific vision abilities, including close vision, distance vision, color vision, and depth perception, are necessary.
Work Environment:
This position involves working in a quiet, moderate-noise environment with reasonable accommodations available for individuals with disabilities.
Employment Type: Full-Time
Salary: $ 60,000.00 70,000.00 Per Year
Job Tags
Full time, Remote work, Flexible hours,