Office Associate

Job Summary:

We are seeking a detail-oriented and highly organized Office Assistant to join our insurance agency. The ideal candidate will provide administrative support, ensure smooth office operations, and assist with client interactions. This role requires excellent communication skills, multitasking abilities, and a commitment to providing exceptional service.

Key Responsibilities:

• Administrative Support:
• Answer phones, direct calls, and respond to client inquiries promptly.
• Manage email correspondence and maintain organized records of communications.
• Manage physical mail and office deliveries.
• Schedule and coordinate meetings, appointments, and follow-ups.
• Maintain an organized filing system for both physical and digital records.
• Prepare, proofread, and distribute reports, forms, and documentation.
• Light office cleaning and housekeeping.
• Coordinate with vendors for office equipment maintenance when needed.
• Client Interaction:
• Greet clients and visitors with professionalism and a friendly demeanor.
• Assist clients with completing necessary paperwork and gathering required documentation.
• Provide support in processing policy applications, renewals, and updates.
• Insurance Support:
• Input client data and policy information into agency management systems.
• Follow up on pending claims, policy updates, and documentation requests.
• Provide support for marketing efforts, including preparing materials for client outreach.

Qualifications:

• High school diploma or equivalent; additional education or certifications are a plus.
• Prior experience in an administrative or office assistant role (insurance industry experience preferred).
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment.
• Accuracy and attention to detail.
• Strong verbal and written communication skills.
• Excellent organizational and multitasking abilities.
• High level of discretion and ability to handle sensitive client information securely.

Preferred Skills:

• Familiarity with insurance terminology and processes.
• Experience with agency management software or CRM systems.
• Bilingual skills is a plus.

What We Offer:

• Competitive salary.
• Opportunities for professional growth and development.
• A positive and supportive work environment.