Front Desk Associate

General responsibilities

The responsibility of the Front Desk Coordinator position is to serve as the primary contact for clients and customers and assist with work as needed. Specific responsibilities include but will not be limited to:

• Greet visitors and direct them appropriately
• Answer, screen and transfer telephone calls
• Maintain telephone system and agency directory
• Process incoming and outgoing mail; deliver outgoing mail to Post Office
• Maintain the reception area- ensure kitchen, conference rooms, and front lobby are cleaned throughout the day
• Maintain the break room area- put clean dishes away, load dishwasher
• Validate parking for clients and recruits
• Maintain and communicate the parking validation log to team monthly
• Run end of month reports: Printer/Copier and postage usage
• Coordinate all office supplies and marketing material orders and maintain order log. All orders must be approved by Chief of Staff prior to placing orders
• Sign for letters and packages (count and verify before signing) and notify the recipient after proper compliance inspection
• Manage Ricoh
• Oversee facilities management- maintenance of office space (work with Irvine Company)
•  Work with ACE parking- manage parking list, coordinate with finance department for monthly invoices/checks and validations, set up new parkers
• Building key management system
•  New representative or employee set-up (laptop/printers/scanner/phone/key cards/parking cards)
• Log investment checks & manage check deposits
•  Collect all office bills and communicate with finance team
• Make copies, send and distribute faxes and maintain copy and fax machines
• Answer basic policy owner/policy benefit questions
• Help recruiting team with online sourcing
• Handle case notes, process correspondence and maintain client case files

Client Service Support

• Complete and review insurance applications, conversions and policy changes for completeness and accuracy and return to representative for any missing information
• Arrange medical, paramedical and any exams necessary for underwriting
• Process incoming non-securities related insurance service requests from clients (process address changes, bank change information, loan requests and ISA service inquiries)
• File new statements, account forms and other insurance/investment-related materials
• Maintain supplies of current insurance/investment-related marketing materials
• Input data and create PX proposals/ illustrations. Gather information at direction of financial representative in preparation for client/prospect meeting
• Prepare policies for delivery when appropriate
•  Discovery letters/emails
• Feed Lists Requests
• Order business cards for new representatives

Qualifications

·       Bachelor’s Degree

·       Experience in administrative support or customer service, preferably in the financial services and/or insurance industry

·       Health and Life insurance license- or gain licensing within 6 months of employment

·       Excellent oral and written communication skills

·       Familiarity with Microsoft applications and data entry and information retrieval software

·       Demonstrated organizational and time management skills and ability to multitask, set priorities and meet deadlines

·       Strong attention to detail with the ability to work with a high degree of accuracy

·       Ability to work in a fast-paced environment

·       Ability to work both independently and on a team

·       Ability to maintain confidentiality