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 and distribution of documents, reports, and presentations for internal use.
• Auxiliary in 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

• Support the 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.
• Prepare and process 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.
• 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.

About the Role

This is a part-time role offering 15-20 hours per week, located in San Mateo, CA.

Benefits

At Heffernan, our culture is guided by the Heffernan Habits, prioritizing communication, respect, fun, community impact, and celebrating what makes each of us unique. We’re proud of our strong commitment to philanthropy and giving back, and we support our employees with a comprehensive benefits package designed to promote well-being, growth, and long-term success.

Pay

$20.00 / hour

Schedule

Part-time role offering 15-20 hours per week.

Department

Commercial Lines

Location

San Mateo, CA