Office Administrator

ABOUT HUB:

Job Summary
The Office Administrator maintains office operations and procedures; coordinates office activities and provides clerical and administrative support to management and staff.

Duties & Responsibilities
Provides administrative support for all departments such as printing filing photocopying data entry scanning binding and collating downloading company reports mail distribution and mail-outs.
Serves as day-to-day contact regarding location logistics vendor questions and related issues or questions that may arise.
Assists with resolving problems associated with all building services including but not limited to: janitorial food services coffee services parking vending security/access badging conference rooms workstations as well as interior furnishings fixtures and equipment.
Schedules Admin services conference rooms and maintains the workspace reservation system
Assists with meetings event bookings for Social Team colleagues/teams etc.
Maintains employee access to carrier websites and obtains carrier appointments as needed.
Assist in on- and off-site preparation for conferences meetings or special events; including coordinating travel catering needs event materials room preparation and/or clean up.
Creates updates and prints Excel spreadsheets Word documents and PowerPoint presentations as assigned.
Orders receives and maintains office supplies and proactively ensures office supplies are available when needed.
Accesses carrier websites pull documents and distributes to service staff for processing.
Assists with Billing Issues Check Requests and Transaction processing as needed.
Ensures hotel workstations are functional and learn manage hotel workspace reservations.
Maintain local contact lists and directories.
Maintain scheduling and event calendars.
Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
Open read route and distribute incoming mail including scanning and coding/indexing when necessary.
Process outgoing mail as needed.
Prepare and process bank deposits.
Helps with data entry reports numbers etc. as assigned.
Set up and manage paper or electronic filing systems recording information updating paperwork or maintaining documents.
Operate office equipment such as fax machines copiers or phone systems and arrange for repairs when equipment malfunctions.
Answers telephones and give information to callers take messages or transfer calls to appropriate individuals.
Schedule and confirm appointments for clients customers or supervisors.
Performs other duties and projects as assigned.

Qualifications
High School Diploma / GED required; college degree preferred
2 years of related office experience or an equivalent combination of education and experience

Knowledge / Skills / Abilities
Ability to effectively and professionally communicate orally and in writing with internal and external customers.
Ability to effectively present information and respond to questions from groups of managers clients customers and the general public.
Confidence and demeanor to effectively interact with all levels within the organization.
Ability to respond to customer needs solicit customer feedback to improve service and handle difficult or emotional customer situations promptly and accurately.
Ability to efficiently gather pertinent information and facts analyze and solve problems timely and thorough manner.
Ability to prioritize and organize multiple tasks and responsibilities in order to complete assignments on time and with optimal accuracy.
Knowledge of administrative and office procedures and systems such as word processing managing files and records designing forms and workplace terminology.
Computer skills: proficiency with Microsoft Office Suite and Outlook.
Ability to develop and maintain strong client relationships; work effectively with insurance and service vendors to gain cooperation in meeting clients needs.
Computer skills: proficiency with Microsoft Office Suite Outlook and agency management systems.

Working Conditions and Physical Demands
This position primarily involves remaining in a stationary position for the majority of the workday.
The person in this position frequently communicates with colleagues and clients both in person and on the telephone; Must be able to communicate and exchange accurate information.
Constantly operates a computer and other office productivity machinery such as a calculator copy machine and computer printer.
The person in this position needs to occasionally move about inside the office to access file cabinets office machinery etc.
The person in this position needs to occasionally move about inside the office to access file cabinets office machinery etc.
Maintain work pace appropriate to general workload; perform activities on schedule maintain regular attendance/punctuality within specified tolerances; complete normal workday and/or week; perform at a consistent pace without excessive rest periods.

WHAT YOU BRING TO THE TABLE:

You are perfect for this opportunity if you

• Hold a high school diploma/GED (college degree strongly preferred)

• Have at least3 years of related personal insurance experience

• Are currently licensed in good standing

• Have experience with various HNW carriers AIG Chubb Cincinnati Pure

• Have the confidence and demeanor to effectively interact with all levels within the organization

• Are computer literate -Microsoft Office Suite and Outlook

WHY CHOOSE HUB:

Throughout our network of more than 450 HUB offices in North America we offer a competitive exciting and friendly work environment that strategically positions our employees for longevity and success. At HUB we believe in investing in the future of our employees and provide continuous opportunities for growth and development. Our entrepreneurial culture fosters an environment that empowers our people to make the best decisions for our customers and organization focusing on expanding the industry knowledge of our insurance professionals to better serve our valued clients. We are committed to providing you with competitive and flexible benefits options that are rooted in your current needs yet evolves as your needs change over time. Join us in taking the first step toward creating a future that combines a diverse challenging work environment with financial security and career satisfaction.

We are the perfectfit if you:

• Are seeking a progressive work environment at a rapidly growing organization

• Are seeking additional income incentives through new business commissions

• Have a desire to help others protect their future

• Have an entrepreneurial spirit and are challenged by the opportunity to grow the business

• Are focused on learning and development to enhance your industry knowledge and expertise

• Are a self-starter willing to invest time and energy to learn the technical aspects of our business

• Believe in integrity and building success by developing relationships with others

Disclosure required under applicable municipal regulations in NY and NJ as well as the law in Colorado California and Washington states: The expected salary range for this position is $18-$20/hr and will be impacted by factors such as the successful candidates skills experience and working location as well as the specific positions business line scope and level. HUB International is proud to offer comprehensive benefit and total compensation packages which could include health/dental/vision/life/disability insurance FSA HSA and 401(k) accounts paid-time-off benefits and eligible bonuses equity and commissions for some position

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LIKE US SO FAR

Take the first step toward creating a future that combines a diverse challenging work environment with financial security and career satisfaction. Apply online today!

Are you a veteran Disabled We welcome ALL candidates and are proud of our wonderfully diverse employee population.

HUB International Limited is an equal opportunity employer that does not discriminate on the basis of race/ethnicity national origin religion age color sex sexual orientation gender identity disability or veterans status or any other characteristic protected by local state or federal laws rules or regulations.

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