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