Administrative Assistant

Mountain West Insurance & Financial Services•Farmington, NM

11d

About The Position

The Administrative Assistant provides a positive initial experience for clients visiting or calling Mountain West branch offices and performs administrative tasks using effective verbal and written communication. The role handles calls, mail, faxes, supplies, bills, and inquiries, and prepares and compiles insurance-related documents according to agency procedures using electronic systems. The position includes greeting and assisting clients, managing incoming calls, performing clerical duties, maintaining office supplies and the waiting area, coordinating conference room schedules, attending meetings and training activities as directed, and retrieving insurance notifications and other materials related to client accounts. Some travel may be required for training sessions, conferences, or meetings with clients or stakeholders. The role is based in a professional office environment and may involve extended computer work and multitasking.

Requirements

Proven experience as an administrative assistant or in a similar role.
Ability to maintain confidentiality and handle sensitive information.
Exceptional customer service and interpersonal skills.
Proficiency in filing, keyboarding, secretarial tasks, and general office clerical work.
Proficiency with computer data, office equipment, MS Office, and general office software.
Strong organizational and time-management skills, with the ability to prioritize tasks effectively.
Ability to manage multiple projects simultaneously and meet deadlines.
Commitment to seeing work projects through to completion.
Self-motivation and meticulous attention to detail.
Ability to collaborate in a team environment and work independently.
Strong interpersonal and conflict-resolution skills.
Strong reasoning and problem-solving skills.
Accuracy and attention to detail.
Excellent written and verbal communication skills.
Honesty and integrity.
Ability to meet the position's physical demands, including extended sitting and computer use, repetitive motion, occasional lifting of materials up to 20 pounds, and moving around the office.
A valid driver's license and reliable transportation may be necessary for travel to off-site locations.

Nice To Haves

Knowledge of insurance terminology and processes.

Responsibilities

Greet and assist clients in person and over the phone, providing a positive and professional experience.
Manage incoming calls, direct inquiries to the appropriate department, and provide accurate information as needed.
Perform clerical duties, including delivering messages, handling limited cashier duties, and updating lists and records.
Stock office supplies as necessary.
Maintain the appearance of the waiting area.
Coordinate conference room scheduling for meetings and appointments.
Participate in and attend meetings, conferences, and workshops as directed or scheduled.
Electronically retrieve insurance notifications, including policies, endorsements, and other items related to client accounts.
Handle mail, faxes, bills, inquiries, and insurance-related documents using agency procedures and electronic systems.