Administrative Assistant

Key Responsibilities

• Greet clients and visitors.
• Answer and route phone calls professionally.
• Manage incoming and outgoing mail, deliveries, and general correspondence.
• Assist with ordering office supplies and managing inventory of essential office equipment.
• Aid in the creation of documents, reports, and presentations for internal use.
• Assist with scheduling meetings, events, managing calendars, and coordinating office logistics.
• Perform office errands as directed.
• Participate in process improvements and special projects assigned by leadership.

Client Service Support

• Assist Commercial Lines Manager and Finance Operations Manager as directed.
• Record commissions and client payments.
• Collect necessary documents from clients for policy processing or renewals.
• Enter client information into the agency management system, ensuring accuracy and compliance.
• Deliver excellent customer service by addressing general inquiries and directing clients to the correct team members.
• Support the preparation and processing of insurance applications, endorsements, certificates of insurance, and other standard forms as directed by licensed staff.
• Contact marine clients about upcoming cancellations.
• Compile production reports.
• Work with marketing on new campaigns as assigned.
• Help track outstanding items needed for submissions or renewals.
• Contribute to special projects and other duties as assigned.

Skills, Knowledge And Expertise

• Education – High School graduate/GED required.
• Administrative experience in an office environment preferred.
• Professional, customer-focused mindset.
• Proficiency in Microsoft Office, particularly Excel, Word, and PowerPoint.
• Ability to manage multiple tasks, prioritize, and meet deadlines.
• Effective communication and collaboration skills, both written and oral.
• Problem-solving and analytical skills, with attention to detail.
• Ability to maintain confidentiality and handle sensitive information.