Administrative Assistant / Receptionist

Job Title

Major Duties and Responsibilities: Telephone & Switchboard

• Answer telephone promptly, pleasantly, politely and always in a warm and friendly manner. The caller should "hear" your smile through the phone.
• When a caller does not request a specific person by name, request the nature of the call and refer it to the person in agency who is most likely to be of assistance. Use Epic to determine who gets the call, if possible.
• When person called is not available, always ask if "someone else can help". When nature of call is determined, refer call to proper employee.
• Utilization of telephone system for all transactions.
• Check voice mail messages and route to the appropriate person.
• Transfer callers to specific voice mail extensions and to outside lines when necessary.
• Check for voice mail messages first thing in the morning and routinely throughout the day.
• Maintain an updated Receptionist Procedures Manual.
• Conduct switchboard training for back-up personnel.
• Update phone greetings for holidays and other office closings.
• Monitor agency wide incoming faxes and transfer to the appropriate staff member.

Administrative

• Monitor agency wide incoming faxes and transfer to the appropriate staff member.
• Open, scan, and email daily mail.
• Assist with supply ordering.
• Assist with travel arrangements according to requests (e.g. flights, lodging, car rentals, etc.). Book best fares and travel times per requests from Producers et al. Note on travel documents the reason for travel (e.g. Assurex or Intersure Conference). Develop travel profiles (e.g. seating preferences, frequent flyer numbers, etc…) for employees that travel frequently.
• Assist with getting mail outs ready for the mailroom, including but not limited to folding certificates and inserting into envelopes.
• Monitor and assist with scheduling of first floor conference rooms. [ALL Conference Rooms]
• Provide support to the Office Administrator and Administrative staff with any project or task that needs completing.
• Additional duties may be assigned as situations occur and develop.
• Daily activity reports for PCG and Commercial Lines.
• Assist with FedEx receipts.
• Submit Concur expense reports for Office Administrator and producers (if applicable)

General

• The Receptionist is the first impression that many people have of our office and must always maintain a pleasant and professional image. This image should be neutral, with no extremes one way or the other. A pleasant smile and pleasant personality are requirements.
• Always greet visitors graciously.
• Sign for packages, deliveries, etc.
• Maintain a neat and orderly work area so that a fellow employee can follow behind you in your absence.
• Ensure the neatness of the reception area, and main conference room. After each meeting, be sure to straighten the chairs and pick up any papers left behind.
• Before leaving for the day, ensure that the Main Conference Room is neat and tidy.
• Contribute to a positive, uplifting, respectful, pleasant work environment and team spirit.

Requirements:

• A minimum of two years full-time work experience, or a two-year college degree.
• Basic computer/data entry skills with good working knowledge of Outlook, Excel, PowerPoint, and Twitter.