Front Desk Administrative Assistant

Job Title:

Front Desk Administrative Assistant

Job Description

The Front Desk Administrative Assistant provides professional reception, administrative, and mailroom support in a small, fast-paced insurance office. This role manages incoming calls and visitors, routes mail and packages, maintains office supplies, and supports document processing and data cleanup. The position offers strong growth potential for someone who wants to build a long-term career in the insurance industry, not remain in a lifetime receptionist role.

Responsibilities

+ Greet every visitor promptly and professionally, determine their needs, and direct them to the appropriate person or resource.

+ Answer and route 25-35 incoming phone calls per day to the appropriate employees, take accurate messages, and ensure timely follow-up.

+ Manage all incoming and outgoing mail, including USPS, Fed Ex, UPS, and other carriers, ensuring accurate routing and timely distribution.

+ Perform mail routing process duties, including front-end scanning of paper mail, downloading documents from insurance carrier websites, applying specified file naming conventions, and attaching files to specific activity codes.

+ Prepare, print, and collate client proposal packets and other documents as needed, ensuring accuracy and professional presentation.

+ Order and maintain office supplies on a weekly basis, monitor inventory levels, and coordinate with vendors to ensure the office remains well stocked.

+ Handle fax and mail routing, including distributing physical and electronic documents to the appropriate individuals or departments.

+ Perform data cleanup tasks, including reviewing and updating records and documents to ensure accuracy and consistency.

+ Schedule and manage meeting room calendars, including booking, blocking, and updating reservations for internal and external meetings.

+ Use office phones, computers, scanners, PDF tools, and related equipment to support daily administrative and clerical tasks.

+ Cover calls and mail routing for multiple locations when needed, supporting a broader operations assistant team across Florida.

+ Collaborate with the operations assistant team via chat and other communication tools to coordinate workloads and share information.

+ Provide general administrative and clerical support, including file management, basic data entry, and other tasks assigned by leadership.

+ Maintain a professional front desk area and contribute to a welcoming, organized, and efficient office environment.

Essential Skills

+ At least 1 year of administrative, receptionist, or customer service experience.

+ Proficiency with computers, including Microsoft Outlook, Word, and Excel at an entry-level or higher.

+ Ability to use Adobe and PDF tools to view, edit, and manage documents.

+ Experience using office phones, creating messages, and handling multi-line call routing.

+ Ability to use scanners and related office equipment for document imaging and mail routing.

+ Strong written and verbal communication skills, with a professional and courteous phone and in-person manner.

+ Demonstrated ability to multi-task and manage multiple responsibilities in a fast-paced environment.

+ High attention to detail and accuracy in administrative and clerical work.

+ Customer service mindset with the ability to interact professionally with visitors, vendors, and colleagues.

+ Motivation to grow beyond a traditional receptionist role and build a long-term career.

+ Comfort working with technology, including downloading documents, applying file naming conventions, and attaching files to activity codes.

+ Strong organizational skills and the ability to prioritize tasks effectively.

Additional

Skills & Qualifications

+ Bachelor's degree or associate degree preferred.

+ Open to candidates with face-to-face customer service experience if they have a degree.

+ Experience in administrative support, clerical work, and customer service in an office environment.

+ Interest in the insurance industry and willingness to learn about insurance operations.

+ Positive attitude, strong aptitude for learning, and willingness to take on new responsibilities.

+ Desire to pursue professional growth opportunities, including potential progression into licensed insurance roles.

+ Comfort working both independently and as part of a distributed operations assistant team.

+ Ability to adapt to changing priorities and support multiple locations when needed.

Work Environment

This role is based in a small insurance office with approximately five people on-site and is fully onsite, not remote. The Front Desk Administrative Assistant sits at the front of the office and serves as the first point of contact for visitors and callers. The office operates in a fast-paced environment with many moving parts, and the person in this role will interact regularly with colleagues, customers, and vendors such as delivery and technology service providers.

Hours of operation are 8:30 a.m. to 5:00 p.m., with a one-hour lunch break. While some…