Operations Administrative Specialist

Job Description

Job Description

Who We Are

For over 70 years, Glatfelter Insurance Group has believed in doing the right thing for our clients, agents, communities and associates. This founding principle has enabled Glatfelter to grow from the kitchen-table, one-man-operation as it began, to one of the largest managing general agencies in the U.S. with nearly 500 associates across the country, a distribution network of over 4,500 independent brokers and more than 30,000 clients. It is what drives us to innovate—the desire to deliver the best for our clients. Founded as The Glatfelter Agency, which is still in operation, the program basis of Glatfelter Insurance Group, Volunteer Firemen’s Insurance Services (VFIS), was founded in 1969. Throughout the years, Glatfelter has expanded to include specialized program business inclusive of public entities, educational institutions, healthcare facilities, and religious organizations. Glatfelter provides their insureds with comprehensive insurance solutions including property, casualty, life insurance, and more. In 2018, Glatfelter joined American International Group (AIG) and is now part of the AIG family.

About the Position

Glatfelter Insurance Group is seeking an  Operations Administrative Specialist in our Client Service Operations Department who will be responsible for operational support and administrative functions of GIG and will work with various departments and programs within GIG to ensure cross-functional communication and collaboration. Daily tasks may include mail processing and shipping, switchboard/receptionist coverage and purchasing and inventory control.

This position is required to be onsite at our Leader Heights, York, PA office. 

Key Responsibilities

Duties may include one or more of the functional areas:

Administration:

• Receive, sort, date and deliver/distribute incoming mail and packages.
• Scans physical mail for retention in GIG business systems.
• Operate mail machines, postage meter, photocopy machine, mail folding and inserting machine and scanner. 
• Retrieve and prepare internal mail and packages, check for errors and prepare for mailing or internal distribution.
• Sort and prepare packages for shipment using specialized, automated shipping system. 
• Determine most effective and fastest way to mail or ship materials, including overnight services.
• Prepare and process items from GIG business units for mailing or internal distribution. May include photocopying, collating and binding. 
• Maintain record of receipts, mailing dates and other required information. 
• Review Underwriting New Business submissions for eligibility. 

Receptionist:

• Welcome and assist visitors by efficiently and politely greeting them and announcing their arrival to appropriate associate. Enter and print visitor name badge. 
• Promptly receives and correctly directs all incoming calls. 
• Maintains manuals, documentation, reports and logs, as requested.
• Open and close reception area and monitor front office security.

Purchasing:

• Purchases services and materials within budget parameters. Conducts activities within company guidelines and tracking systems. 
• Receives and processes incoming stock and office supply products. 
• Handles distribution requirements for both internal and external locations. 
• Processes internal company requests for standard printed material. 
• Assembles various kits, booklets, brochure packets, etc. 
• Assists in setting purchasing quantity and inventory levels and maintains the materials inventory control systems for standard stocked company items. 
• Maintains security of inventory items deemed to require special treatment. 
• Completes logs, records and time sheets, as required. 

Expectations applicable to all functional areas:

• Trains new and existing associates, as requested.
• Participates in cross team discussions within Client Service Operations to identify efficiencies and collaborative projects. 
• Performs responsibilities necessary to ensure the accurate and efficient processing of assignments within designated span of control and area of specialization. 
• Upholds the highest standards of customer satisfaction and service to GIG business units, and our external distribution network. 
• Maintains confidentiality of information and disposes of material in approved manner. 
• Contributes to the team effort by performing other assigned duties as needed  

What We’re Looking For