Description

The Front Desk Administrator is the first point-of-contact for customers, vendors and guests of the Agency and as such provides a positive first impression and ensures a smooth transition to appropriate personnel for customer service. The Front Desk Administrator maintains the front desk area and greets callers and visitors to the office. The Front Desk Administrator provides excellent customer service to internal and external customers and provides clerical and administrative support to departments and agency personnel. This position requires a customer service-oriented and organized individual. The Front Desk Administrator must perform to the legal and ethical standards required by Federal, State and Local law and Moody Insurance Agency, Inc. policies.

 Job Functions:

Following is a brief outline of essential tasks for the Front Desk Administrator position, but other responsibilities and duties may be assigned:

•  Provide exceptional customer service in person and on the phone to clients, staff, carriers, and vendors. Greeting guests, observing front desk guest protocols, HIPAA Privacy and Security procedures, etc. 
• Answer each incoming call promptly; ensure that each caller receives a courteous and professional greeting and prompt customer service.
• Greet visitors to the office promptly and courteously. Notify appropriate agency employees to greet and escort visitors. Ensure that visitors are always accompanied by agency employees into the back-office area, in accordance with our Office Safety Policy.
• Sort, scan and distribute all incoming mail. Scan and import mail documents into the appropriate insurance software per department guidelines.
• Scan and route miscellaneous documents upon request.
• Monitor business deliveries and notify recipients promptly of any packages.
• Promptly route incoming faxes and email to appropriate employees and software
• Maintains kitchens, staff break rooms, conference rooms and education/training room throughout the day. Including coffee machines and the dishwashers.
• Oversee room set up and clean up for meetings and groups.
• Assist with special projects in other departments as needed. Check in with the Administrative Manager to request additional projects and help whenever possible.
• Other duties as assigned 

Requirements

Minimum Qualifications and Requirements:

• Excellent oral and written communication skills; including the ability to speak and write effectively and to review and interpret complex material
• Strong Communication and people skills.
• Proficient with MS Office Suite, including Word, Excel, and Outlook
• Thorough knowledge of modern office equipment including cloud-based phone systems, printers, scanners, etc.
• Ability to maintain cooperative working relationships with other departments and organizations.
• Be customer service-oriented with the ability to pay attention to details in a fast-paced environment.
• This position is required to be in the office everyday for their shift. There is no remote option available.

 Disclaimer:

The information provided above is intended as general overview of the nature of the work, requirements, and necessary qualifications associated with this position. This job description is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with the job. 

This job description is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with the job. Moody Insurance Agency provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.