Administrative Assistant

Forth Insurance • Opelousas, LA

1d • Onsite

About The Position

The Administrative Assistant creates a positive first impression by greeting visitors and professionally, accurately, and discreetly managing incoming communications, including phone calls, mail, faxes, and deliveries. The role supports front-office operations, routes communications and documents to appropriate personnel, processes incoming and outgoing mail and shipments, and maintains check logs and front-office procedures. It requires strong client-service skills, attention to detail, organization, and a willingness to learn. The position has no supervisory responsibilities and is based in a professional insurance environment, typically in a corporate office. The role may occasionally require travel.

Requirements

• High school diploma or GED, or one to three months of related experience and/or training, or an equivalent combination of education and experience.
• Demonstrated capability in client service and administrative support, attention to detail, organization, and willingness to learn.
• Knowledge of computer applications including the Internet, Outlook, Microsoft Word, and Microsoft Excel.
• Ability to use basic office machines.
• Ability and judgment to interact and communicate appropriately with employees, customers, and supervisors, and to serve internal and external customers professionally.
• Excellent grammar and verbal skills.
• Obtain a Property and Casualty or Life and Health insurance license, as applicable, within the first six months of employment.

Responsibilities

• Monitor the switchboard; answer, assess, and direct incoming calls to appropriate personnel.
• Greet visitors, evaluate their needs, and contact appropriate personnel to assist them.
• Accept, process, and promptly distribute incoming deliveries, including FedEx, UPS, and mail.
• Prepare FedEx shipping labels.
• Open, sort, stamp, and prepare incoming mail for internal distribution.
• Accept, weigh, apply postage to, and prepare outgoing mail for courier pickup.
• Monitor mail equipment for proper postage and supplies, and notify accounting or the courier as needed.
• Use the agency management system’s client locator and attachment-routing functions.
• Monitor and distribute incoming faxes through the agency management system fax router.
• Separate and scan documents to personnel using barcodes in the agency management system.
• Open, stamp, and log received checks; maintain the monthly check log and submit it to accounting at the end of each day.
• Keep the front office and reception area clean and free of clutter or damaged furnishings and materials.
• Maintain a professional and cordial environment.
• Back up the courier for post-office mail pickups and drop-offs.
• Maintain and update the Front Office Procedures Manual and ensure backup personnel are trained.

Benefits

• Competitive total rewards package, including benefits and compensation tailored to skills, experience, and education.
• Dream Manager program.
• One-on-one guidance from a nationally certified health and wellness coach.
• Free access to certified financial professionals.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED