Sales & Service Administration Representative, Shared Services (Western

Sales & Service Administration Representative, Shared Services (Western)

Job Description
Who We Are  With every job, there’s always the question of “why”. Why join a company? Why be part of their mission? Here, the why is easy. It’s because at some point, we’ve all needed someone there for us. At the OTIP Group of Companies (OGC), we believe that something special happens when employees feel valued for the work they do, supported as the people they are, and included in the very fabric of the organization: they bring their best to work every day.

And that's why we mean it when we say we put our people at the centre of everything we do. Join us as we grow our way into a future that reimagines what it means to deliver meaningful benefits support and service.

What You’ll Do:

Reporting to the Assistant Manager, Shared Services, you will be responsible for representing Orbit's professional image through exceptional client service and administrative support. In this role, you will provide administrative assistance to management, Sales and Service Representatives, and clients, helping to enhance the overall effectiveness and efficiency of the organization. The core parts of your role will include:

Process daily correspondence, including reviewing, sorting, scanning, and routing incoming documents.

Be logged into the administrative phone skill and provide support to clients with payment processing, documentation requests, and general inquiries. Assist clients with navigating the Orbit Client Portal and accessing available self-service features.

Manage and triage the regional shared email inbox by sorting, distributing, and responding to broker support requests.

Initiate communication with clients, brokers, carriers, and other third parties regarding incoming correspondence when required.

Process and transact new policies in the Applied Epic Broker Management System (BMS) for carriers whose policies do not download automatically, ensuring policy information is entered accurately and documentation is completed in a timely manner.

Deliver exceptional customer service by adhering to service standards and maintaining strict confidentiality.

Respond to verbal and written inquiries from clients, providing accurate information and timely resolutions.

Review and respond to client and third-party requests, including contacting clients and external partners to obtain additional information and returning messages as needed.

Review new business applications to ensure completeness and accuracy. Enter policy information and document follow-up activities for outstanding requirements.

Audit and update policy information within the broker management system to ensure data integrity and policy accuracy.

Process policy changes, including billing adjustments, directly through carrier online systems while ensuring compliance with underwriting and binding requirements.

Process policy cancellations and reinstatements as requested by clients and insurance carriers.

Maintain strict confidentiality of client, employee, and organizational information.

Perform additional administrative and support duties as assigned within the scope of the role.

Let’s Talk About You

This is the unique blend of skills and experience we would love to see in an ideal candidate:

Excellent verbal and written communication skills, with the ability to interact professionally with clients, colleagues, and external partners.

Strong organizational and time management skills, with the ability to effectively manage multiple priorities and deadlines.

Intermediate proficiency in Microsoft Office Suite applications, including Outlook, Word, and Excel.

Experience working with Applied Epic is considered an asset.

Knowledge of insurance carrier portals and online systems is considered an asset.

Previous experience in an insurance brokerage or administrative support environment is considered an asset.

We also consider your potential.

Working conditions

Flexible work arrangement, including in-office, hybrid, or remote work options.

Ability to occasionally adjust work hours to support operational requirements.

Flexibility to work overtime as needed.

Salary Range:

This position offers a…