Job Summary
We are seeking a dynamic and detail-oriented Receptionist/Administrative Assistant to join our team! This energetic role is vital in creating a welcoming environment for visitors and clients while efficiently managing administrative tasks. The ideal candidate will be proactive, highly organized, and possess excellent communication skills. You will serve as the first point of contact, ensuring smooth office operations and providing exceptional customer support. If you thrive in a fast-paced setting and enjoy multitasking, this position offers a rewarding opportunity to contribute to our vibrant workplace.
Duties
- Open and Lock front doors at start of the day and at the end of the day
- Greet visitors and clients warmly, ensuring a positive first impression for everyone entering the office
- Manage multi-line phone systems to answer inquiries, route calls efficiently, and provide excellent customer support
- Take customer payments and give receipt, when applicable
- Process daily download each day, including process renewals, endorsements, late pays, cancellations, claims, etc. accurately
- Open mail and stamp all incoming items
- Processing end of day mail, stamping, and any UPS items
- take deposits to bank
- Update Commercial Lines Excel spreadsheets as needed
- Update Phone list when needed
- Pull Commercials files in the beginning of each month and distribute.
- Proficiency with computer literacy including Microsoft Office Suite (Word, Excel, Outlook)
- Experience handling multi-line phone systems with professional phone etiquette
- Familiarity with office tasks such as filing, data entry, and phones
- Process daily download each day, including process renewals, endorsements, late pays, cancellations, claims, etc. accurately
- Data Entry of inbound information into software
- Notify CSR if there are any increases in premiums of 15%- this is located on download
- Process, scan and route Personal Lines policies to file
- Verify policy information, scan, route and update activity
- Help process new business quotes and rewrites as needed
- Confirm Applied is updated with application, Dec page, CSR’s information, billing information, insured’s information and confirm all is correct and complete
- Notify appropriate CSR if any information is not correct or complete. Make appropriate corrections or additions
- Save Dec pages from prior year to history on computer and update all computer screens as needed
- Create billing for policies
- All endorsements must be processed and scanned within 5 business days of receipt from CSR
- Send all appropriate attached documents for processing to the insured.
- Process endorsement changes
- Prepare letter to mail with policy as needed
- Enter Activities as prompted by mail and/or daily download
- Email any download policy increase information to the appropriate CSR
- Notify CSR of any items that require their attention and action
- Notify CSR’s of any policy discrepancies
- Late-payment notifications to insured and follow-up, documentation
- Correspondence with insured regarding payroll for workers compensation
- Process MVR’s as needed
- Make sure all copiers are filled with paper on a daily basis
- Fax are distributed to CSR and told if any Errors occur.
- Notify office manager if supplies are needed
- Decorate the front window on a monthly basis
- Perform other office tasks and duties assigned by Management.
Please note this list is not exhaustive and only includes the most common examples.
Experience
- Prior office experience or administrative support roles preferred.
- Demonstrated proficiency with computer literacy including Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace tools
- Strong organizational skills with the ability to prioritize tasks effectively in a busy environment
- Excellent communication skills with an emphasis on professional phone etiquette.
- Experience with data entry, proofreading, and document management to ensure accuracy and clarity
- Ability to handle multiple responsibilities simultaneously while maintaining high attention to detail
Join us in creating an inviting atmosphere where professionalism meets efficiency! This paid position offers an exciting chance to develop your administrative expertise while supporting a collaborative team dedicated to excellence. Downtown Scranton parking is included.
Pay: $35,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
Work Location: In person
