What are the responsibilities and job description for the Operations Assistant position at Heartland Security Insurance Group?
About Us
At Heartland, we are focused on results, not corporate politics. We foster a harmonious work environment where associates feel like family. We strive to be the employer of choice, and believe all of our associates should have fun at work! We are hardworking – but not at the expense of our families. At Heartland, you will find an entrepreneurial environment where we take the time to educate, coach and lead employees into further opportunities within our company. We want all of our associates to enjoy a good work-life balance and are welcomed in our environment. We strive to show our employees that they are more than just a number and viewed as an integral part of our organization.
Heartland recognizes the importance of a quality benefits package, not only to our associates, but to their families. That’s the Heartland way. Our generous benefit package includes (but is not limited to) Paid Time Off, Health Insurance, Life Insurance, Long Term Disability, Employee Assistance Program, and two retirement plans.
At Heartland, we go out of our way to make our associates feel at home and celebrate their achievements and contributions to the company. Our environment consists of several appreciation events throughout the year and we encourage every employee, near & far, to join us with their families to enjoy good food, fun and comradery. Our benefits package, appreciation events, and fun work environment go above industry standard. We want our employees to feel like family – so we treat them like family.
Operations Assistant
Primary Responsibility
Primary Responsibility
To deliver exceptional customer service by managing a multi-line phone system, directing calls, and taking accurate messages. Present a professional and friendly demeanor to ensure a positive and engaging experience for all visitors. Additionally, handle incoming mail and faxes, direct phone calls to the appropriate individuals, and provide assistance to various departments. Take on other projects as assigned, contributing to the smooth and efficient operation of the office.
Essential Functions & Responsibilities
- Process daily downloads from the agency management system and update necessary information.
- Assist with recode assignments in the agency management system as needed.
- Provide mail processing, report handling, and HHC Policy.
- Assist with special projects for the Agency Support Supervisor, CL Department Support Coordinator, and CL Manager.
- Perform data entry into the account management system accurately and efficiently.
- Greet clients and visitors in a professional and friendly manner, and direct them to the appropriate contact.
- Store Certified Manifests.
- Operate the phone system, screening calls and directing them to the appropriate person.
- Serve as a message center for agency personnel who are out of the office or away from their desk.
- Track staff out-of-office schedules via Outlook calendar, routing calls to the appropriate back-up personnel.
- Manage reservation requests for both boardrooms and coordinate accordingly.
- Handle incoming faxes, routing them to the appropriate staff members.
- Sort and distribute morning and street mail, notifying relevant departments as necessary.
- Accept and log mail deliveries, notifying staff to pick up deliveries in a timely manner.
- Make announcements over the loudspeaker as needed.
- Communicate with staff regarding building and facility-related issues
- Other duties, as assigned
Additional Functions & Responsibilities
- Provide backup and support for Agency Support Team.
- Seating Chart updates.
Required Qualifications
- High school diploma or equivalent.
- Excellent phone personality and must possess customer service skills.
- Professional demeanor.
- Basic to Intermediate computer skills required, including data entry and must be proficient in MS Office Suite.
Preferred Qualifications
- Previous experience handling a multi-line phone system.
- General office experience.
- Familiar with various types of insurance sold by the agency.
Knowledge, Skills & Abilities
- Basic to Intermediate computer skills required, including data entry and must be proficient in MS Office Suite.
- Strong organizational skills and attention to detail.
- Excellent communication skills, both verbal and written.
- Ability to multitask and prioritize tasks effectively.
- Ability to manage interruptions.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.