Front Office Specialist

About the Company

The Receptionist is responsible for maintaining the organization and efficiency of the office environment while providing critical support to staff and management. This role includes performing administrative duties, ensuring smooth daily operations, and fostering a clean and welcoming workspace.

About the Role

Specific Duties, Functions, and Responsibilities include:

Responsibilities

• Office Management and Organization
• Open the office and ensure all lights are turned on.
• Prepare coffee and maintain a clean, organized front office area.
• Keep the kitchen and processing room clean and orderly.
• Regularly stock printers with paper, ensuring they are checked in both the morning and afternoon.
• Empty shred bins for all staff members on a weekly basis.
• Communication and Correspondence
• Answer incoming calls, direct them to the appropriate person, and take detailed messages when necessary.
• Send daily emails to staff with information on staff whereabouts, appointments, meetings and events.
• Review and distribute incoming faxes, ensuring the full named insured is included in email subject lines.
• Mail Handling
• Collect, sort, and distribute mail daily, including twice on Mondays to account for weekend mail.
• Open and date-stamp mail (excluding confidential documents).
• Avoid stamping insured copy forms—use sticky notes instead.
• Scan mail for remote workers, ensuring the named insured is included in email subject lines.
• Process outgoing mail: fold, label, and address appropriately before delivering to a mailbox.
• Motor Vehicle Reports
• Store Disclosure & Release forms in SharePoint.
• Run motor vehicle reports (MVRs) as needed.
• Create suspense’s in AMS under MVR (not attached to a policy).
• Save the MVR in SharePoint and notify the agency requester with a copy.
• Document in AMS.
• Processing
• Each morning, pull and document carrier notices, endorsements, and policies.
• Log receipt in AMS, save documents to SharePoint, and notify relevant staff via email with carrier notices.
• Ensure all communications include the carrier, notice type, and the full named insured in the email subject line.
• Handle pre-renewal notices and notify producers and account managers appropriately. Document notice under the renewal suspense.
• If there is no suspense for a policy or an endorsement, send document to account manager notifying them of this.
• Claims Assistance
• Follow up on claims, updating all relevant details such as claim numbers, adjuster contact information, payments, and notices in both the suspense and the claim, in AMS.
• Billing Assistance
• Assist account managers with billing assistance, as needed. Document in AMS.
• Notice of Cancellations & Reinstatements
• Process all notices of cancellation according to documented procedures.
• Handle reinstatements according to documented procedures.
• Renewal Lists
• Set up suspense’s for evidence of property insurance, auto ID cards, renewals, and renewal quotes based on the renewal list provided by management.
• Meetings and Events
• Attend carrier meetings and other sessions as requested.
• Assist with planning and executing office events.
• Order food, coordinate setup/cleanup, and manage decorations.
• Prepare and distribute anniversary certificates and birthday/anniversary cards.
• Organize First Friday events, including date and theme selection.
• Miscellaneous Tasks
• Provide additional support as required, ensuring all tasks align with office policies and standards.