Receptionist, Administrative​/Clerical

Overview

The Front Desk Receptionist serves as the first point of contact for clients, visitors, carriers, vendors, and employees. This position is responsible for managing front office operations, handling incoming communications, coordinating mail services, supporting accounting processes, maintaining electronic records in Epic, and providing administrative support to various departments. The Receptionist plays a critical role in ensuring efficient daily office operations and delivering exceptional customer service.

• Welcome visitors, clients, and vendors in a professional and courteous manner.
• Manage the front desk and maintain a positive, professional office environment.
• Notify appropriate team members when visitors arrive.
• Coordinate office coverage and arrange backup support when away from the reception area.
• Post signage for holidays, office closures, and other office notifications as needed.
• Distribute contractor bonds when authorized individuals arrive for pickup.

• Answer and direct incoming phone calls promptly and professionally.
• Return voicemail messages and route calls to the appropriate staff members.
• Monitor and manage shared departmental email inboxes.
• Maintain and respond to personal work email communications in a timely manner.

• Receive, sort, distribute, and process incoming mail.
• Prepare and send outgoing mail for office staff.
• Process priority mailings and special shipments.
• Coordinate Fed Ex overnight shipments with prior management approval.
• Deliver incoming packages to appropriate recipients.
• Monitor and maintain postage account balances, including  funding.
• Process returned mail by scanning, documenting, and notifying responsible agents.
• Scan and route mail to PATRA and other designated systems or departments.
• Mail surveys and related customer correspondence.
• Print, prepare, and attach Personal Lines survey documentation to Epic.

• Attach checks received from Accounting to the appropriate accounts within Epic.
• Process weekly check runs received from Accounting.
• Prepare and mail accounting checks and related correspondence.
• Maintain accurate records of accounting-related transactions and documentation.

• Review and process unrouted attachments in Epic.
• Ensure documents are attached accurately to the correct customer accounts.
• Maintain organized and accurate electronic records within the agency management system.

• Print, assemble, and bind proposals as requested.
• Assist with Commercial Lines proposal preparation when assigned.
• Provide general administrative support to departments as needed.
• Perform additional office support duties and special projects assigned by management.

Required:

• High school diploma; no experience required.

Highly Preferred:

• Previous receptionist, administrative assistant, customer service, or office support experience preferred.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Ability to learn and effectively utilize Epic agency management software.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and prioritize work effectively.
• Professional appearance and demeanor.
• Ability to handle confidential information with discretion.

Key

Competencies:

• Customer Service Excellence
• Professional Communication
• Organization and Time Management
• Attention to Detail
• Dependability and Accountability
• Team Collaboration
• Problem Solving
• Adaptability and Flexibility

We offer a competitive and comprehensive compensation package. The base salary range represents the anticipated low end and high end of the range for this position. The actual compensation will be influenced by a wide range of factors including, but not limited to previous experience, education, pay market/geography, complexity or scope, specialized skill set, lines of business/practice area, supply/demand, and scheduled hours.

On top of a competitive salary, great teams and…