Administrative Assistant

Heffernan Insurance Brokers•San Mateo, CA

12d•Onsite

About The Position

The Administrative Assistant will support daily operations by delivering high-quality administrative, clerical, and customer service support. This position helps the office run smoothly, assists the Commercial Lines Manager and Finance Operations Manager, and contributes to a positive client experience. This is a part-time role offering 15-20 hours per week, located in San Mateo, CA.

Requirements

High School graduate/GED required.
Administrative experience in an office environment preferred.
Professional, customer-focused mindset.
Proficiency in Microsoft Office, particularly Excel, Word, and PowerPoint.
Ability to manage multiple tasks, prioritize, and meet deadlines.
Effective communication and collaboration skills, both written and oral.
Problem-solving and analytical skills, with attention to detail.
Ability to maintain confidentiality and handle sensitive information.
Must embody the Heffernan Habits as illustrated herein.

Responsibilities

Greet clients and visitors.
Answer and route phone calls professionally.
Manage incoming and outgoing mail, deliveries, and general correspondence.
Assist with ordering office supplies and managing inventory of essential office equipment.
Assist with documents, reports, and presentations for internal use.
Assist with scheduling meetings, events, managing calendars, and coordinating office logistics.
Assist with office errands as directed.
Participate in process improvements and special projects assigned by leadership.
Assist Commercial Lines Manager and Finance Operations Manager as directed.
Assist with recording commissions and client payments.
Collect necessary documents from clients for policy processing or renewals.
Enter client information into the agency management system, ensuring accuracy and compliance.
Deliver excellent customer service by addressing general inquiries and directing clients to the correct team members.
Support the preparation and processing of insurance applications, endorsements, certificates of insurance, and other standard forms as directed by licensed staff.
Contact marine clients about upcoming cancellations.
Compile production reports.
Work with marketing on new campaigns as assigned.
Help track outstanding items needed for submissions or renewals.
Special projects and other duties as assigned.