Front Desk Administrative Assistant

Front Desk Administrative Assistant

As the first point of contact for employees and clients at our Accident & Health (A&H) Division headquarters in Eatontown, NJ, the Front Desk Administrative Assistant is essential to creating a welcoming and efficient office environment. This individual will manage front desk responsibilities with professionalism and courtesy, while providing comprehensive administrative support to ensure smooth daily office functions. Responsibilities include preparing and submitting expense reports, handling deliveries, ordering office supplies, and serving as a backup for the Office Manager. This role provides support to internal teams, including Accounting and Corporate Communications, by processing invoices and coordinating the shipment of packages for events. Additionally, this role oversees the upkeep and organization of conference rooms and kitchen areas, orders food and prepares for client visits and meetings, and assists with other duties as needed to support the needs of the office and division.

Job Description

What you will do:

• Greet all employees and guests in a pleasant and professional manner
• Provide guest passes to non-employees, including external clients and vendors, to maintain necessary safety and office protocols
• Reserve cubicles and offices for guests who do not have access to the WISP Desk Reservation System when necessary
• Organize physical mail received multiple times per week by sorting, logging, scanning and distributing all items in-person or through email when appropriate
• Unpack all packages received in a timely manner and deliver to appropriate individuals, including packages from WB Mason, Fed-Ex and Amazon
• Send Fed-Ex packages per employee request when necessary, and occasionally driving packages to the local Fed-Ex office for drop-off
• Manage and order supplies, including general office and kitchen items, weekly or as needed
• Ensure all kitchen appliances, including kitchen sink, water system, ice machine and coffee machines are cleaned, replenished and working properly
• Organize the Corporate Communications supply closet and maintain accurate inventory records of all promotional items and branded merchandise
• Manage quick turnaround times to securely package and ship event dcor and packages for client and external events hosted by the Corporate Communications team
• Support A&H employees and leaders with full-day meeting preparation for guest/client visits, which include setting up and reserving conference rooms, ordering food if requested and overall cleanup after the meeting
• Partner with the HR team on tasks for employee activities including set-up, food and activity coordination and cleanup for larger office-wide events
• Act as a back-up to the Office Manager, when necessary, which may include supporting the A&H President on all administrative tasks
• Submit monthly travel & expense reports on behalf of A&H Leaders
• Manage invoices through Erequestor (invoice processing system) and act as a back-up for DocuSign (signature system) requests for the Reporting, Accounting, Regulatory and Corporate Communications teams
• Other duties as assigned

What YOU will bring to C&F:

• Excellent customer service skills and a friendly demeanor
• Ability to model appropriate behaviors including professionalism and approachability
• Strong organization and time management skills, with the ability to manage urgent requests
• Ability to pay careful attention to detail to ensure accuracy of all work
• An understanding to remain flexible and adaptable to changing processes and circumstances
• Ability to clearly present information through the spoken or written word, as well as read and interpret complex information with moderate supervision
• Ability to multitask and prioritize duties in a fast-paced environment
• Possess a high level of initiative and work independently with minimal supervision
• Ability to be resourceful and proactive when issues arise
• Ability to handle confidential information with utmost discretion

Requirements:

• Associates Degree from an accredited college preferred
• 5+ years of equivalent work experience preferred
• Administrative, receptionist and customer service experience required
• Strong PC skills and knowledge of Microsoft Office Suite: Excel, Word, Outlook, PowerPoint
• Experience in handling expense reports and invoice payments preferred
• Insurance experience a plus
• Must be able to work a hybrid schedule, with in-office attendance required on Tuesdays, Wednesdays, and Thursdays; additional flexibility required based on evolving business needs

What C&F will bring to you

What C&F will bring to YOU:

• Competitive compensation package
• Generous 401K employer match
• Employee Stock Purchase plan with employer matching
• Generous Paid Time Off
• Excellent benefits that go beyond health, dental & vision. Our programs are focused on your whole family's wellness including your physical, mental and financial wellbeing
• A core C&F tenant is owning your career development so we provide a wealth of ways for you to keep learning, including tuition reimbursement, industry related certifications and professional training to keep you progressing on your chosen path
• A dynamic, ambitious, fun and exciting work environment
• We believe you do well by doing good and want to encourage a spirit of social and community responsibility, matching donation program, volunteer opportunities, and an employee driven corporate giving program that lets you participate and support your community

At C&F you will BELONG:

We value inclusivity and diversity. We are committed to equal employment opportunity and welcome everyone regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status. If you require a special accommodation, please let us know.

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Crum & Forster is committed to ensuring a workplace free from discriminatory pay disparities and complying with applicable pay equity laws. Salary ranges are available for all positions at this location, taking into account roles with a comparable level of responsibility and impact in the relevant labor market and these salary ranges are regularly reviewed and adjusted in accordance with prevailing market conditions. The annualized base pay for the advertised position, located in the specified area, ranges from a minimum of $39,900 to a maximum of $58,500. The actual compensation is determined by various factors, including but not limited to the market pay for the jobs at each level, the responsibilities and skills required for each job, and the employee's contribution (performance) in that role. To be considered within market range, a salary is at or above the minimum of the range. You may also have the opportunity to participate in discretionary equity (stock) based compensation and/or performance-based variable pay programs.