Administration Assistant

Job Description

Key Responsibilities:

Calendar Management: Effectively manage office calendars by scheduling appointments, including making confirmation phone calls daily for all office calendars. This also includes pulling/preparing files as needed for each tax preparer/insurance agent for the following day (i.e. tax season, Medicare season and general everyday appointments).

Administrative/Service Management: Work closely with clients and/or insurance companies to service fixed product line of business. This includes obtaining and preparing service paperwork correctly, and conference calls between client/insurance companies when needed. Track new business on fixed products, make new business notes in CRM and prepare product files. Orchestrate annuity review process, including but not limited to, print/gather 11-month summaries and schedule routine review appointments as needed.

Database Maintenance: Follow procedure for data entry to database and maintain accordingly.

Communication Management: Communicate verbally with clients and insurance company representatives, respond to emails promptly, draft and distribute correspondence, and maintain professional communication with internal and external contacts.

Document Management: Organize and maintain electronic and physical files, ensuring accurate filing systems and easy retrieval of information.

Lobby Presentation: Maintain lobby appearance by keeping the space neat and orderly. Maintain coffee supplies and alert supervisor when reserve supplies are low.

Project Support: Assist as needed with project management tasks, including data entry, mailers, filing and follow-up communication.

Reception Duties: Greet visitors, retrieve and distribute water and/or coffee as needed, answer inquiries, and provide basic information as needed. Distribute unopened mail/shipments to our employees as well as tenants of building.

General Office Duties: Open/close office each day including opening/closing lobby and supply room blinds, turning on lights, unlocking/locking filing cabinets in supply room, turning on and off/logging into and out of supply room computer.

Seasonal Assistance: Assisting as needed with General Administrative duties during tax season and Medicare season, including processing incoming signature documents (opening, logging, scanning and filing), preparing files, scanning supporting documents, making appointments, receiving and distributing incoming seasonal-related documents, communicating with tax preparers/agents.

Required Skills:

Proficiency in Microsoft Office: Proficiency in Microsoft Word, Excel, Outlook. Ability to learn and use web-based CRM.

Excellent Communication Skills: Clear and concise verbal and written communication abilities.

Organizational Skills: Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines effectively.

Attention to Detail: High level of accuracy and meticulousness in completing tasks.

Time Management: Efficiently manage workload and meet deadlines with minimal supervision.

Customer Service Focus: Ability to provide excellent customer service to internal and external clients.

General Schedule:

· Hours: Ability to work in the office Monday through Friday from 8 am to 5 pm

· Minimum Years Work Experience: Seven years

Full-time