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Manage the lobby area and front desk
- Operate VOIP Telephone System to relay incoming and interoffice calls to appropriate team members and/or take message
- Greet all visitors professionally and courteously to determine their needs
- Retrieve, open & stamp all office mail daily to hand off to appropriate person
- Sign for the delivery of all courier packages and deliver to appropriate person
- Distribute fax messages from Outlook to appropriate team members
- Maintain parking passes and client parking book
- Print and maintains daily office in/out sheet
- Prepare conference room for meetings and clean up after meetings
- Office closing duties
Supply Management
- Maintain inventory and order all supplies for office and kitchen
- Manage cost of supplies by shopping for best pricing
Administrative Duties
- Maintain Rolodex
- Facilities Management
- IT support with other team members
- Maintain Comp Consulting Office Calendar (schedule meetings)
- Update/distribute employee contact list and phone extension list (as needed)
- Assist Jim’s Executive Assistant on projects as needed
- Manage filing for Controller
- Reconcile American Express receipts and statement
- Assist the administration department by updating Premium Histories for clients; prepare Insurance Summaries
- Obtain Monthly/Quarterly Values for the administration department via the internet, email or phone
- Data entry in Advisor’s Assistant (set-up client records, input policy information, create initial tasking for hand-off from new business to administration)
- Create spreadsheets, PowerPoint and word documents on an as needed basis to support the team
- Assist with mass mailings as needed
Knowledge Base:
- Competence in use of Microsoft Office software
- Ability to use a multi-line phone system
- Basic insurance knowledge desired
- Fast-paced constantly changing priorities and deadlines
- Extensive periods of sitting and keyboard/computer work
- Effective communication skills with individuals over the phone and in person