Administrative Assistant

Job Description:The Administrative Assistant role is a key point of contact for our office. With client facing and requires professional interaction with members (insureds), potential insureds, brokers and agents, employees, senior management, and Board of Directors. The incumbent must have excellent oral and written communication skills and be able to organize and track work using paper and electronic methods. This role is in the office Mon-Fri. Base salary $45-65K (DOE).Responsibilities:Provide phone coverage for our main phone line between the hours of 8:00-5:00. Phone coverage will be provided during the lunch hour of 12:00-1:00.Preparation of Insured documents which arrive via phone, fax, and email. Responsible for organizing documents in an effective and efficient manner (ex. preparing certificates of insurance, loss history requests, etc.).Ability to work with various departments in preparation of periodic billing/invoices for insureds and assist in managing and communicating with insureds on receipts, overdue billing invoices, and general billing information.Assist with general mail processing for the company.Customer Service and SupportSupport members and producers when issues arise in the portals by partnering with business development to resolve issue(s) (such as password and email resets, issues paying bills, and registration questions/issues).Gather pertinent information from the members experiencing issues to share with vendors for resolution, including: screen sharing, determining browser, confirming if an account has been established, etc.Report and coordinate all portal issues to the Marketing and Membership Representative that include coordinating with vendors to identify and resolve the issue(s).AdministrativeCollect/update insured information for members/practice managers which includes reaching out to members for demographic information.Assist in processing mail merges, mailings/shipments with all departments.Reporting/DataBuild prospect lists for new business territories for further analysis and outreach at the direction of senior management.Partner with appropriate department to update and maintain submissions and inquiry log.Office Supply ordering for the companyPartner with managers for ordering needs and organize pickup/delivery with vendors.Roles and responsibilities may change as our office evolves.Requirements:Customer Services oriented individual.Phone business acumen: Ability answer questions regarding Insured's premiums, payments, general coverage inquiries, certificates of insurance, and if needed, transfer calls to appropriate department.Understanding of insurance policy documents.Ability to prepare and send policy packets regularly as well as organize and prepare envelopes for mailing.Ensure invoice reports and insured invoices match one another.Act as a backup/assistant to Executive Assistant for meeting preparation.Qualifications and Skills:High school degree required. Associate or bachelor's degree preferred.Competent at using MS Office suite of products.Understanding of insurance information systems (underwriting, billing, etc.) preferred.Connecticut agent/insurance broker/producer license a plus.Excellent time management skills and ability to prioritize work.Attention to detail and problem-solving skills.Strong organization skills and ability to multi-task.Working knowledge of office equipment such as printers and fax machines.Strong interpersonal, written, and verbal communication skills.