Commercial Lines Administrative Specialist

Administrative Specialist – Insurance Agency

Cross Family of Agencies welcomes you. We need your talent and expertise. Seeking reliable, detail‑oriented Administrative Specialist to support our insurance agency’s day‑to‑day administrative operations.

Key responsibilities include:

• Greet clients, visitors, and vendors in a professional and helpful manner.
• Answer, screen, and forward phone calls; manage voicemail and respond or redirect messages appropriately.
• Handle incoming and outgoing correspondence (mail, PDF/email documents).
• Maintain a clean, welcoming front desk and reception area.
• Collaborate with IT & management team on IT and branch safety protocols.

• Schedule and coordinate meetings with insurance carriers; prepare meeting materials as needed.
• Communicate between branch leadership, corporate operations and vendors for building maintenance, supplies, and services; obtain quotes, schedule visits, oversee vendor performance.
• Ensure building maintenance tasks are tracked and followed up.

• Process requests for COIs for commercial clients as directed by account managers.
• Collect required holder data, verify current coverage and issue COIs in a timely manner.
• Maintain logs of issued certificates within AMS
  360.
• Coordinate with carriers or internal underwriters for compliance with request terms.
• Pull daily transactions from commercial lines carrier websites and process tasks.

• Plan, schedule, and execute internal office events (e.g., luncheons, holiday parties, staff meetings).
• Handle catering, venue or space setup, clean‑up, and manage budget/expenses.

• Maintain and order office supplies; track inventory.
• Filing (physical or electronic), scanning, copying, and maintaining document organization.
• Assist with basic bookkeeping/expense tracking for office operations if needed.
• Support internal reporting tasks; prepare materials and compile data for meetings.

• Support other agency staff (producers, customer service, etc.) with ad‑hoc tasks, such as claims/letter proposals and summaries.
• Continuous learning and assistance in maintaining knowledge of insurance policies and industry protocols, especially as related to COIs and carrier requirements.
• Ensure confidentiality and appropriate handling of sensitive documents and information.

• High school diploma or equivalent; additional coursework or certification is a plus.
• Proven experience in an administrative or office support role, preferably in insurance or a related field.
• Strong organizational skills, attention to detail, and ability to manage multiple tasks/priorities simultaneously.
• Excellent verbal and written communication skills.
• Proficiency with standard office software (Microsoft Word, Excel, Outlook) and ability to learn agency management systems or COI issuance tools.
• Customer service mindset: friendly, professional, responsive.
• Ability to work independently but also collaborate well in a team environment.
• Problems‑solving attitude; resourceful; ability to follow through on tasks with minimal supervision.

Full‑time, Monday through Friday in an office setting. Some physical activity such as moving office supplies, setting up spaces for lunch/events, light lifting.

Family‑owned and privately held, Cross Family of Agencies has grown from a kitchen‑table start to one of the largest insurance providers in New England over 65 years. Offices foster a culture of community by supporting local food banks, after‑school programs, and other volunteer initiatives.