Reception Operations Administrator

Job Description

Job Description

Description :

We are seeking a detail-oriented and organized person to join our administrativee team. This person will be responsible for all aspects of our Mailroom Reception. The ideal candidate will have prior office experience and the ability to manage multiple tasks in a fast-paced environment.

Key Responsibilities :

• Manage incoming and outgoing mail and packages.
• Greet visitors and direct them to the appropriate personnel.
• Answer and route phone calls in a professional manner.
• Maintain the organization of the mailroom and reception area.
• Assist with administrative tasks as needed.
• Perform data entry and manage office supplies inventory.

Qualifications :

Why Join Us?

This position handles multiple tasks assigned by all employees. Requires excellent communication, computer, and organizational skills. Must have the ability to handle deadline situations accurately.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

75% Full charge of mail room facilities and reception. This is to include answering phones, processing all incoming and outgoing mail, sorting of this mail, and scanning to each department through our agency management system; Applied EPIC. All laminating of documents, binding requests, ordering loss runs, preparing CDs for commercial lines, all commercial lines policy scanning, ordering, opening, and putting all office supply deliveries away.

Making sure the office equipment; included but not limited to- copy machines and mail machines are in working and efficient order, calling for service if needed and replacing paper as needed, helping employees with jams etc. Required to be in back up rotation of receptionist as requested or assigned.

Occasional deliveries to the local US Post Office to drop off special mailings.

25% Provides administrative assistance to all departments . This could include following up on suspense, EPIC attaching, system downloads, non-pay and closeout letters for personal lines; website cancellations follow-up for personal lines. Overflow routine commercial lines certificates as requested.

Requirements :

MINIMUM REQUIREMENTS : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and / or EXPERIENCE : High School diploma or GED required. Must be willing to either enter into or continue insurance education through classes and / or state licensing. Must possess a valid Oregon State drivers license.

LANGUAGE SKILLS : Ability to read, insurance industry policies and rating manuals, general business periodicals, legal documents, professional journals, or governmental regulations. Ability to respond to common inquiries and requests from employees regarding mailroom issues and supply vendors.

REASONING ABILITY : Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to define problems, collect data, establish facts, and draw valid conclusions.

OTHER SKILLS and ABILITIES :

Familiarity with general office procedures.

Professional telephone skills and etiquette.

Strong written and verbal communications skills.

Familiarity in the use and ability to operate general office equipment.

Ability to work independently with limited supervision or within a group or team.

Ability to organize and prioritize work.

Ability to supervise, coordinate, organize and prioritize work of others within the team.

Familiarity and ability to operate PC in Windows Environment and Network Data Terminals.

ESSENTIAL PHYSICAL FUNCTIONS : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee regularly is required to sit and use hands to finger, handle, or feel objects, tools, or controls. The employee is frequently required to stand, walk, and reach with hands and arms and / or carry, move or transport items from one area to another. Specific vision abilities required by this job include close vision and the ability to adjust focus. The ability to lift boxes not to exceed 30 lbs. Must have a valid OR or WA drivers license and good driving record.

EQUIPMENT USED

1. Personal Computers / Data Terminals

2. Mail Machines

3 General Photocopy and Scanning Equipment

4 Adding Machines and / or Calculators

5. Multi-line telephone system

6. Various other general office equipment as may be required for use