Office Administrator

This insurance group is a full service, independent insurance agency offering commercial, personal & benefits lines insurance solutions. We have experienced tremendous growth in the past few years and anticipate continued growth for years to come. We are looking for an experienced Office Administrator to join our team and add value to our growing client base. Our office is located in Naperville conveniently in proximity to I-88.

We offer a comfortable working environment along with 100% employer contribution to healthcare benefits for employees & their families. Further, We are looking for candidates who want to find their forever employer and retire from our firm. As we continue in our track record of success, we are interested in a candidate who feels they will thrive at a company that will present opportunities to grow both as a leader in the firm as well as from an income standpoint. We also offer a 4% employer match on our 401 (k) plan as we want our associates to retire with us.

Position Summary for Office Administrator :

A. SUMMARY

Provides assistance and administrative support for all areas of the agency.

B. ESSENTIAL JOB FUNCTIONS

1. Executive assistant to the President of the company

2. Organizes all executive meetings, company outings, conferences, and travel arrangements

3. Handles incoming calls in a friendly and courteous manner, provides assistance and information as required, and connects caller with desired party.

4. Processes documents using word processing software, agency database and spreadsheet, contact management systems, and other programs.

5. Maintains account files, including scanning, copying, file retention timelines, and purging of files.

6. Prepares all USPS, common carrier, certified and overnight mailings for same-day pickup, and delivers mail to the post office when required.

7. Responsible for the postage meter machine and for advising accounting when funds are needed to replenish.

8. Transmits and receives faxes. Delivers or emails incoming faxes to appropriate personnel within one hour of receipt.

9. Opens and distributes all deliveries within four hours of receipt.

10. Purchases and inventories agency supplies for all office locations

11. Inputs late-payment notices, direct notice of cancellations, and payment-received notices into the agency automation system.

12. Processes paperwork assigned by Customer Service Representatives on the same day as requested.

13. Maintains working knowledge of all carrier websites. Pulls in documents from carrier websites for input into agency management system.

14. Organizing and ordering monthly birthday refreshments and reminding management of employee anniversaries / Birthdays

15. Working and coordinating with our office vendors- pest control, copier maintenance, garbage and recycling, water company, etc.

16. Reviews, scans, and routes all incoming mail and agency documents.

17. Assists with Social Media Accounts- Facebook, Instagram, LinkedIn, etc.

18. Performs other function projects assigned by management.

C. KNOWLEDGE, SKILLS, AND ABILITIES

Must be organized, with demonstrated skills for effective verbal and written communication. A high level of familiarity with business operations in a corporate setting is key, and candidates should have a strong understanding of agency systems. Must be highly knowledgeable about the mechanics and applications of word processing programs.

D. WORKING CONDITIONS / ENVIRONMENT

Fast-paced multitasking office environment. Employees are provided a dedicated workstation with basic ergonomic setup features, such as an ergonomic keyboard and

mouse, dual monitors, and an adjustable chair. Workstation accommodations and adjustments are provided upon request and evaluation.

E. PHYSICAL REQUIREMENTS

Must be physically able to work a minimum of 37.5 hours per week in the office. The employee is regularly required to see, hear, and project voice well enough without amplification. There is frequent need for the employee to stand, sit, walk, use repetitive small motor activity, use hands and fingers, and reach with hands and arms. The employee is occasionally required to lift and carry up to 30 pounds; to stoop, kneel, crouch, or crawl, and to ascend and descend stairs. This position requires a high-energy level and ability to handle stress-related situations on a daily basis. The employee may be required to drive and travel unaccompanied in diverse weather conditions.

F. OTHER REQUIREMENTS (PREREQUISITES)

Ability to use a personal computer, calculator, agency automation system, and demonstrate proficiency in various software programs, including but not limited to all Microsoft Office software suite programs.

Candidate must satisfactorily complete pre-hire employment assessments and maintain a satisfactory driving record. Candidate may be asked to submit to a drug and / or alcohol screening. A civil and criminal history background check will be performed at the company’s expense. Physical attendance is required at regular and / or mandatory company meetings. Employees are encouraged to pursue relevant professional designations; however, this is not required.

Job Type : Full-time

Benefits :

401(k)

401(k) matching

Dental insurance

Flexible schedule

Health insurance

Life insurance

Paid time off

Tuition reimbursement

Vision insurance

Schedule :

• Monday to Friday (In Person Daily)
• No nights
• No weekends

Ability to commute / relocate : Naperville, IL 60563 : Reliably commute or planning to relocate before starting work (Required)

Experience :

• Microsoft Office and Excel : 5 years (Required)
• Executive Administrative Experience : 5 years (Required)

Salary / Compensation : $45,000 - $55,000 per year

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