Administrative Assistant

Job Description

Job Description

Administrative Assistant

Position Summary

The Administrative Assistant provides administrative and operational support to agency staff, helping ensure efficient daily operations and exceptional customer service. This position requires strong organizational skills, attention to detail, and the ability to handle multiple tasks in a fast-paced insurance environment.

Key Responsibilities

• Provide administrative support to agency management, producers, and customer service representatives.
• Answer incoming calls and assist clients with general inquiries.
• Prepare, process, and maintain insurance documents, applications, and correspondence.
• Manage client files and maintain accurate records within agency management systems.
• Assist with policy renewals, certificates of insurance, endorsements, and other policy-related documentation.
• Schedule appointments, meetings, and follow-up activities for agency staff.
• Process incoming and outgoing mail, emails, and agency communications.
• Assist with data entry, scanning, filing, and document management.
• Support marketing and client retention efforts through mailings and follow-up communications.
• Order and maintain office supplies and equipment.
• Ensure compliance with agency procedures and confidentiality requirements.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Minimum of 1-2 years of administrative or office experience.
• Insurance industry experience preferred but not required.
• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• Ability to prioritize tasks and work independently.
• Professional demeanor and strong customer service skills.

Preferred Skills

• Experience with insurance agency management systems.
• Knowledge of personal and commercial insurance products.
• Pennsylvania Property & Casualty Insurance License (preferred but not required).
• Ability to manage multiple deadlines and projects simultaneously.

Benefits

• Competitive salary
• Paid time off and holidays
• Retirement plan options
• Professional development and licensing opportunities

Work Schedule

Monday – Friday, 9:00 AM – 5:00 PM