Office Administrator

Only apply if you are highly experienced and proficient in Microsoft Office and Windows.

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Can you Mail Merge? - There will be a test!! ;) ...............Do you lie? .......................Do you know how to be a secretary? ............................Can you work with Microsoft Office, paper, and the internet?

Do you use keyboard shortcuts to copy, paste, and save? ................Are you trustworthy?

. . . . . . . . . . . . . . Perhaps, you are a legal secretary and your attorney just retired??? . . . . . . . . . . . . . .

Position Overview

Pro Med Choices is seeking a motivated, detail-oriented, and career-minded Office Administrator to support the daily operations of our office and provide direct assistance to the Principal Broker. This role plays a critical part in maintaining the efficiency and professionalism of our practice.

The ideal candidate will thrive in a fast-paced environment and possess the ability to prioritize multiple tasks with accuracy and discretion. While our office uses electronic and online filing systems, we do still use paper - so comfort with both formats is essential.

Success in this role requires a compassionate and client-focused demeanor, a proactive approach to problem-solving, and a high level of adaptability. This opportunity is for someone who values professionalism, collaboration, and making a meaningful impact on the lives of Medicare Beneficiaries.

Position Highlights

• Demonstrate honesty and integrity
• Compensation is commensurate with experience
• Compensation is paid monthly
• Professional and friendly demeanor
• Maintain confidentiality
• Ability to quickly establish rapport and trust with clients
• Exemplary cursive handwriting
• Detail-oriented and well-organized
• Capable of following complex instructions accurately

About us

Pro Med Choices is a specialized insurance firm dedicated to helping Medicare Beneficiaries navigate their healthcare coverage options. Based locally in Mobile and Baldwin Counties, we offer personalized guidance through research-driven client education.

Though small in size, we proudly serve a large and growing client base. Our firm operates in a fast-paced, inclusive, and professional environment, where client care and confidentiality are top priorities. We strictly adhere to HIPAA regulations to ensure all sensitive information is handled with the highest level of discretion and security.

NOTE: The initial training session will be scheduled on a Saturday to ensure uninterrupted and focused instruction. Due to the high volume of phone calls and appointments during the work week, weekends provide the most suitable environment for effective training.

Qualifications

• Friendly, welcoming, and professional
• Ensures confidentiality of client records
• Extensive experience with Microsoft Office Suite
• · · · · Mail Merge expertise is essential
• Strong Windows PC skills
• · · · · Knowledgeable in navigating file and folder hierarchies using File Explorer
• · · · · Intuitive at learning new software programs
• Excellent phone etiquette
• Professional and elegant handwriting suitable for greeting cards
• Follows office policies with discretion and integrity
• Reliable and punctual
• Strong verbal and written communication skills
• Skilled in organizing and referencing information alphabetically
• Capable of standing, walking, or sitting for long periods
• Able to move objects up to ~30 lbs
• Skillful at following complex instructions with precision
• Takes initiative to resolve challenges and keep daily operations running smoothly
• Flexibility
• · · · · Works well independently, demonstrating self-motivation and initiative
• · · · · Reliable and proactive team player, interacting well with co-workers and supervisors
• Comfortable working in a fast-paced, dynamic environment, with the ability to manage shifting priorities and adapt to varied roles – no two days are the same

Prior to an interview, you will be asked to complete a test in Excel, a Mail Merge test, and submit a handwriting example. The Mobile Public Library has the Microsoft Office Suite available for you to use.

Responsibilities

• Provide direct administrative and operational support to the Principal Insurance Broker ensuring smooth daily operations
• Maintain strict adherence to HIPAA guidelines to ensure client confidentiality and data protection
• Develop an understanding of Medicare Health Insurance
• Serve as the first point of contact by greeting visitors, answering and returning calls, and confirming appointments in a professional and welcoming manner
• Manage and update client databases and filing systems in accordance with established office procedures
• Ensure the office environment remains clean, orderly, and presentable at all times
• Manage day-to-day office operations
• Perform a variety of administrative and clerical tasks, including data entry, document preparation, scanning, copying, printing, faxing, and mailing
• · · · · Operate standard office equipment efficiently and troubleshoot basic issues when needed
• · · · · Prepare and post outgoing mail with correct postage
• · · · · Monitor office supply levels to maintain adequate inventory
• Assist with scheduling and coordinating content for social media platforms
• Run errands to the post office, recycling, lunch, office supplies, etc.
• Enter receipts for office items purchased
• Participate in seasonal USPS mailings - Printing, Folding & Stuffing envelopes
• Willingness to take on additional tasks and adapt to evolving office needs
• Perform other duties as assigned

Education and Experience

• High school diploma or equivalent
• 5 years of administrative experience

Background Check

• All new hires will be required to successfully complete and pass a pre-employment background check

Benefits

• 15 paid holidays annually
• Accumulated paid time off
• Competitive salary commensurate with experience
• Compensation is paid monthly
• The standard work week is Monday through Friday, from 9:00am to 6:00pm, with a one-hour lunch break
• Overtime pay is available for hours worked in excess of 40 per week
• Due to the seasonal nature of the business, mandatory overtime is required during the Fall months (typically September through December) to accommodate increased workload and client demand. This will include some weekends.
• Opportunities are available for professional development and advancement within the organization

Yes, www.ProMedChoices.com is down for updates

Pay: $15.00 - $30.00 per hour

Benefits:

• Health insurance
• Paid time off
• Professional development assistance

Experience:

• Office Admin: 5 years (Required)

License/Certification:

• Life & Health Insurance License (Preferred)

Work Location: In person

Salary : $15 - $30